Microsoft Business Solutions–Solomon

Accounts Receivable
Release 6.0
Microsoft® Business Solutions–Solomon

Accounts Receivable
Release 6.0

RPMN-AR00-0000600
6/2004
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Publication date June 2004
Part number RPMN-AR00-0000600
 Table of Contents iii

Table of Contents
Introduction 1
Accounts Receivable Overview ...............................................................................................................1
Manual Overview.....................................................................................................................................3
Documentation Conventions ....................................................................................................................4
Hints and Tips ..........................................................................................................................................5
Quick Reference Task List.....................................................................................................................13

Setting Up Accounts Receivable 15

Overview................................................................................................................................................15
Defining Statement Cycles.....................................................................................................................23
Defining Customer Classes ....................................................................................................................24
Setting Up General Ledger Accounts.....................................................................................................26
Defining the Fiscal Period......................................................................................................................29
Defining Customer Defaults...................................................................................................................31
Setting Up Finance Charges...................................................................................................................33
Defining Accounts Receivable System-Level Decisions .......................................................................35
Defining Sales Territories ......................................................................................................................37
Entering Salesperson Information ..........................................................................................................38
Establishing Salesperson History ...........................................................................................................40

Setting Up Customer Accounts 43

Overview................................................................................................................................................43
Entering Customer Information .............................................................................................................45
Entering Customer Addresses ................................................................................................................47
Entering Customer Defaults ...................................................................................................................48
Entering a Customer’s Other Options ....................................................................................................50
Entering Customer Order Management Information..............................................................................51
Entering Customer Order Management Account Information ...............................................................52
Entering Customer Shipping Addresses.................................................................................................53
Establishing Customer History...............................................................................................................55

Processing Accounts Receivable Transactions 57

Overview................................................................................................................................................57
Establishing Accounts Receivable History ............................................................................................64
Entering Invoices or Memos ..................................................................................................................65
Setting Up Recurring Invoices ...............................................................................................................69
Confirming Invoices Generated Using Order Management...................................................................73
Overriding Taxes for the Transaction ....................................................................................................75
Generating Recurring Invoices...............................................................................................................77
Applying Payments ................................................................................................................................79
iv Accounts Receivable

Entering Payments..................................................................................................................................88
Auto-Applying Payments to Multiple Customers ..................................................................................91
Reversing Payments ...............................................................................................................................93
Writing Off Small Balances and Credits ................................................................................................95
Printing Accounts Receivable Batch Control Reports............................................................................98
Releasing Accounts Receivable Batches..............................................................................................100
Calculating Customer Finance Charges ...............................................................................................102
Aging Customer Balances ....................................................................................................................103
Closing Statement Cycles.....................................................................................................................104
Printing Customer Statements ..............................................................................................................105
Closing Accounts Receivable...............................................................................................................106

Reviewing Accounts Receivable Information 109

Overview ..............................................................................................................................................109
Reviewing Accounts Receivable Documents.......................................................................................110
Looking Up Customer Information ......................................................................................................112
Looking Up Customer Shipping Addresses .........................................................................................114
Reviewing Customer History ...............................................................................................................115
Reviewing Customer Account Activity................................................................................................117
Looking Up Customer Account Balances ............................................................................................119
Finding a Customer ..............................................................................................................................121
Looking Up a Customer’s Open Orders ...............................................................................................122
Looking Up Customer Payments..........................................................................................................124
Looking Up Salesperson Information ..................................................................................................126
Reviewing Salesperson History............................................................................................................127
Printing Reports....................................................................................................................................128

Maintaining Accounts Receivable Data 131

Overview ..............................................................................................................................................131
Editing Accounts Receivable Documents ............................................................................................132
Confirming and Applying Order Management Adjusting Memos .......................................................133
Deleting Accounts Receivable Data.....................................................................................................135
Checking Accounts Receivable Data Integrity.....................................................................................137

Data Entry Screens 139

Invoice and Memo (08.010.00) ............................................................................................................139
Payment Application (08.030.00).........................................................................................................155
Payment Entry (08.050.00) ..................................................................................................................171

Inquiry Screens 177

Customer Inquiry (08.200.00) ..............................................................................................................177
Application Inquiry/Reversal (08.240.00)............................................................................................192
 Table of Contents v

Maintenance Screens 201

Document Maintenance (08.250.00) ....................................................................................................201
Customer Maintenance (08.260.00) .....................................................................................................208
Customer History (08.261.00)..............................................................................................................234
Shipping Address (08.262.00)..............................................................................................................237
Recurring Invoice (08.270.00) .............................................................................................................243
Statement Cycle (08.280.00)................................................................................................................251
Customer Class (08.290.00) .................................................................................................................253
Salesperson Maintenance (08.310.00)..................................................................................................260
Salesperson History (08.311.00) ..........................................................................................................263
Sales Territory (08.320.00) ..................................................................................................................265

Process Screens 267

Release AR Batches (08.400.00)..........................................................................................................267
Reprint AR Batch Control Reports (08.410.00)...................................................................................270
Small Balance/Credit Write Off (08.450.00) .......................................................................................273
Generate Recurring Invoices (08.500.00) ............................................................................................280
Auto Payment Application (08.510.00) ...............................................................................................283
Apply Finance Charges (08.520.00).....................................................................................................286
Age Customer Detail (08.530.00) ........................................................................................................288
Delete AR Detail (08.550.00) ..............................................................................................................290
Close Statement Cycle (08.590.00)......................................................................................................292

Setup and Integrity Screens 295

AR Setup (08.950.00) ..........................................................................................................................295
AR Integrity Check (08.990.00)...........................................................................................................315

Reports 317
Statements (08.600.00).........................................................................................................................317
Aged AR (08.610.00) Report ...............................................................................................................320
Period Sensitive Aged AR (08.611.00) Report ....................................................................................322
Customer Trial Balance (08.620.00) Report ........................................................................................323
Customer Period Trial Balance (08.621.00) Report .............................................................................325
Account Distribution (08.630.00) Report.............................................................................................327
AR Transactions (08.640.00) Report ...................................................................................................329
Customers (08.650.00) Report .............................................................................................................330
Customer History (08.651.00) Report..................................................................................................331
Document Register (08.660.00) Report ...............................................................................................332
Recurring Invoices (08.670.00) Report................................................................................................333
Statement Cycles (08.680.00) Report...................................................................................................334
Customer Classes (08.690.00) Report..................................................................................................335
Sales Analysis by Customer (08.710.00) Report..................................................................................336
Sales Analysis by Class (08.720.00) Report ........................................................................................338
Sales Analysis by Salesperson (08.730.00) Report ..............................................................................340
Sales by Customer (08.740.00) Report ................................................................................................341
vi Accounts Receivable

Sales by Commission (08.750.00) Report ............................................................................................343

Invoice/Memo Forms (08.760.00) Report............................................................................................345
Document History–Detail (08.770.00D) Report ..................................................................................347
Document History–Summary (08.770.00S) Report .............................................................................348
AR Batch Register–With Account Distribution (08.800.00D) Report .................................................349
AR Batch Register–Summary (08.800.00S) Report.............................................................................351
AR Edit (08.810.00) Report .................................................................................................................353
Payment Applications–Detail (08.820.00D) Report.............................................................................354
Payment Applications–Summary (08.820.00S) Report........................................................................356

Glossary 359

Index 365
 Introduction 1

Introduction

Accounts Receivable Overview

The Microsoft® Business Solutions–Solomon Accounts Receivable module performs
the functions needed to process customer invoices and maintain accounts receivable
information. In addition, it generates a wide variety of useful accounts receivable
reports that help make customer account management easier and more efficient. The
flexible design of the Accounts Receivable module lets you operate it successfully with
just the Solomon General Ledger module or, to make full use of its capabilities, with
the Solomon Order Management, Project Controller, and Inventory modules.
Using the Accounts Receivable module with the Order Management, Project
Controller, and Inventory modules offers several advantages that can improve the
speed and efficiency of data entry and processing operations:
• You can use the Order Management and Project Controller modules, as well as the
Accounts Receivable module to create invoices, and debit and credit memos.
• Most of your business’ accounts receivable and inventory transactions, except
payments received, can originate from the Order Management module.
• Using Accounts Receivable with Order Management and Inventory allows you to
access inventory item and pricing information, and to update item quantities for
customer sales, directly from Order Management screens.
2 Accounts Receivable

Solomon Accounts Receivable Interaction

INPUTS
1. Invoice
2. Memo
3. Payment

Order Management
Shared Information
Customer History
Invoices Address
Credit/Debit Memos Terms
Task IDs

Inventory Accounts
Receivable Project Controller
Customer COGS
Receives
Customers
Payments
General Ledger
Retainages
OUTPUTS Invoices
Sales Credit/Debit Memos
Cash Receipts Sends
Debit Memos Invoices
Credit Memos Retainages
STATEMENTS

AGED A/R REPORTS

CUSTOMER TRIAL BALANCE

ACCOUNT DISTRIBUTION

CUSTOMERS

SALES BY CUSTOMER

Figure 1: Solomon Accounts Receivable Interaction

 Introduction 3

Manual Overview
This manual provides information regarding the setup and use of the Solomon
Accounts Receivable module. Reviewing the manual can help you make informed
decisions regarding the implementation of the Accounts Receivable module in your
business.

What is Covered in the Manual?

The manual consists primarily of procedures and checklists that describe how to
perform the various tasks featured in the Accounts Receivable module. The manual
also contains topics that help you become better acquainted with the capabilities of the
module. Topics are arranged in a logical order that builds on information previously
presented in other Solomon manuals.

Who Should Use the Manual?

The manual is designed for readers who are new to Solomon. The guide provides the
information necessary for making decisions regarding how to use the Solomon
Accounts Receivable module in order to get the most from your Solomon system.

How to Use the Manual

Read the appropriate section of the manual before proceeding with any system
customizations. The manual presents the procedures and steps required for completing
the various accounts receivable processes. To assist you in locating information, the
manual contains:
• A Table of Contents of logically organized activities and tasks.
• An alphabetized Quick Reference Task List of commonly performed tasks.
• An alphabetized Index of the information provided in the manual.
4 Accounts Receivable

Documentation Conventions
The following conventions are used throughout this document to help you quickly
determine the difference between screen names, keystroke combinations, procedures,
menu selections, and button names.
• Menu options that you choose, tabs, and buttons that you click appear in Special
Bold text. A vertical bar appears between individual options where a series of
menu selections is indicated. An underline appears under the appropriate letter of
menu options where an alternate keystroke exists for choosing the option. For
example:
− Choose File | Save or click Save on the toolbar.
− Select Batch to apply the navigation functions to batches.
• Screen names are italicized and followed by the screen number in parentheses.
Fields into which you type data, and checkboxes and radio buttons that you select,
appear in Special Bold text. Names of frames and field options appear as normal
text. For example:
− Choose Save to close Object Properties (91.250.00).
− Choose Utility | Password. The Password Change dialog box displays.
− On Registration (95.250.00), click the Reseller/Consultant tab. The
Reseller/Consultant tab displays.
− In the Consultant frame, enter the information about your certified Solomon
consultant.
• Keystroke combinations are shown in UPPERCASE Courier New font,
separated by a plus sign (+). To use a keystroke combination, press and hold the
first key in the sequence, then press the second key. For example:
− Press CTRL+C to copy your selection to the clipboard.
• In some cases, multiple procedures may exist for each topic. The beginning of
each procedure is preceded by a Pointer icon (>) and is shown in bold text to help
you quickly find the procedures on each page. For example:
> To add an additional control:
• Notes and examples are identified with the word Note or Example to distinguish
them from body text. For example:

Note: Selecting this function opens Object Properties (91.250.00). You are now in
the customization mode for the currently open application screen.

Example: Open Journal Transactions (01.010.00) in the Accounts Receivable

module.
 Introduction 5

Hints and Tips

This section includes helpful hints and tips regarding general use of the Accounts
Receivable module and the Solomon system.

Navigating Solomon
The Solomon menu bar includes commands to complete various tasks throughout the
Solomon system.
You can use the module navigation, application navigation, and active applications
panes to complete tasks within modules.
• The Module Navigation pane displays all of the application modules that are
registered on the system.
• The Application Navigation pane contains a list of screens and reports associated
with the module selected in the Module Navigation pane. The screens and reports
are categorized as Input, Maintenance, Setup, Inquiries, Processes, Report, or
Misc.
• The Active Applications pane contains shortcuts to all active application screens.

Figure 2: Solomon navigation panes

6 Accounts Receivable

Displaying a Module Menu

You can display a module menu using either the Solomon menu bar or the Module
Navigation pane.
> To display a module menu using the Solomon menu bar:
Choose Module and select a module. The menu for the module appears as a floating
window.

Figure 3: Module menu in the floating window

 Introduction 7

> To display a module menu using the Module Navigation pane:

Choose a module in the Module Navigation pane. The menu for the module appears in
the Application Navigation pane.

Figure 4: Module menu in the Application Navigation pane

Opening an Application
You can open an application using either the floating module window or the
Application Navigation pane.
> To open an application using the floating module window:
1. In the menu window, choose Screens or Reports to display the screens or reports
associated with the module.
2. Choose the application from the menu.
The application screen appears. Also, a shortcut to the screen appears in the Active
Applications pane.
8 Accounts Receivable

> To open an application using the Application Navigation pane:

Choose the application from the list displayed in the Application Navigation pane.
The application screen appears and a shortcut to the screen appears in the Active
Applications pane.
Selecting an Open Application
You can display any open application from the Application Navigation pane.
> To select an open application:
In the Active Applications pane, choose the shortcut for the application you want to
display.
The Solomon Toolbar
The Solomon toolbar is located below the menu bar in each application screen.

Figure 5: Solomon screen with the Solomon toolbar

For more information on navigating and using Solomon, see the System Manager
online help or user guide.
 Introduction 9

Using Function Keys

Use the following function keys to perform certain tasks when you are entering or
editing data.

To: Press:
Access Solomon Help F1
Edit a field in grid view or enter a formula in a date or period field F2
Look up possible values for a field, or access a calendar for a date field F3
Look up extended possible values for a field SHIFT+F3
Switch between form and grid view F4
Clear a field in form view F5
Enter the current date in a date field F7
Access the Solomon toolbar F10

Navigating Data Entry Screens

Use the mouse, keyboard, or the Solomon toolbar to move around data entry screens.
The method used may act differently depending on whether form view or grid view is
displayed.
Here is how to navigate in form view:

To move to the: Press: Or click:

Next field TAB In the field
Previous field SHIFT+TAB In the field
Right by one character RIGHT or DOWN ARROW In the field
Left by one character LEFT or UP ARROW In the field
Beginning of a field HOME The home position in the
field
End of a field END The end position in the field
Next record or batch PAGE DOWN Next
Previous record or batch PAGE UP Previous
First record CTRL+HOME First
Last record CTRL+END Last
10 Accounts Receivable

Here is how to navigate in grid view:

To move to the: Press: Or click:

Next column TAB or RIGHT ARROW In the column
Previous column SHIFT+TAB or LEFT ARROW In the column
First column HOME In the column
Last column END In the column
First row CTRL+HOME First
Last row CTRL+END Last
Next row DOWN ARROW In the row
Previous row UP ARROW In the row
Next page PAGE DOWN Next
Previous page PAGE UP Previous

Operating Tips
The following section contains some hints and tips for operating efficiently when
entering data in Solomon screens. For more detailed operating information, see the
System Manager online help or user guide.
Checking Possible Values
Many fields have possible value lists from which you can select a value to enter into
the field.
> To access a possible values list:
1. Place the cursor in the field.
2. Double-click the right mouse button or press F3. A list of the possible values for
that field displays.
3. To sort the list, click the title of the column to sort on.
4. Double-click on a value, or highlight a value and click OK. The selected value
appears in the field.
For example, if you inquired about the possible values for Vendor ID, Solomon would
display an inquiry window showing all valid vendor IDs that have previously been
entered into the system.
Some key fields have extended possible values lists of records such as accounts,
customers, and orders. When you select a record from the extended values list, all key
fields for the related screen are populated with that record’s information.
 Introduction 11

> To use an extended possible values list:

1. Position the cursor in the field.
2. Double-click the right mouse button while holding down the SHIFT key or press
SHIFT+F3. A list of the records for that field displays.
3. To sort the list, click the title of the column to sort on.
4. Double-click on a value, or highlight a value and click OK. The selected value
appears in the field and all other key fields on the screen are populated with the
associated values.
Using Quick Maintenance
The Solomon Quick Maintenance feature is actually an extension of the possible values
feature. It allows you to quickly define a new ID and description “on the fly” without
stopping and accessing the appropriate maintenance screen.
> To add a value:
1. Click Insert. The maintenance screen for the field displays.
2. Type any new information.
3. Close the window and click Yes when prompted to save.
For example, if you want to enter history for a previously undefined customer, you can
use the Quick Maintenance feature to define a new customer ID and description while
you are still in the Customer History (08.261.00) screen.
You also can use this feature to change a previously defined value.
> To change a value:
1. Click Edit. The maintenance screen for the field displays.
2. Change the relevant information.
3. Close the window and click Yes when prompted to save.
Attaching Notes

If the Notes icon appears next to a field, you can attach a note to the data item in
the field. Some fields can have two or more types of notes; however, you can attach
only one note per note type to a field. For example, a note attached to a transaction
batch may direct data processing personnel not to release the batch for posting until
after a certain date. Another note attached to a transaction may explain that a
customer’s account is reaching their credit limit. Notes can be attached to fields or to
transaction detail lines. For more information, see Attaching Notes to Data Items in the
System Manager online help or user guide.
12 Accounts Receivable

Clearing Data Fields

To clear a screen and start data entry over again, clear the data fields. Information that
is already saved in the database is not deleted.
> To clear a single data field:
Click in the field and use BACKSPACE or DELETE to delete the contents of the field.
> To clear multiple data fields:
Hold CTRL while clicking on each field. A small number appears in each field to
indicate the selection order. Then choose Edit | Clear Selection. Solomon deletes all
selected data items.
> To clear all the fields:
Click Cancel on the toolbar, choose Edit | Cancel, or press ESC.

Saving Data
You need to save the data entered on the current screen before proceeding to enter data
on the next screen.
> To save data and clear the screen:
Click Finish on the toolbar, choose Edit | Finish, or press CTRL+F.
> To save data and keep it on the screen:
Click Save on the toolbar, choose Edit | Save, or press CTRL+S.
> To clear the screen to enter a new record:
Click New on the toolbar, choose Edit | New, or press CTRL+N. Click Yes to save the
current record, if prompted.
 Introduction 13

Quick Reference Task List

This list contains tasks that are commonly performed with the Accounts Receivable
module. Each task is cross-referenced to a specific page in the user guide.

How Do I Define...?
• Statement Cycles — see page 23
• Customer Classes — see page 24
• The Fiscal Period — see page 29
• Customer Defaults — see page 31
• Accounts Receivable System-Level Decisions — see page 35

How Do I Set Up...?

• General Ledger Accounts — see page 26
• Finance Charges — see page 33
• Customer Accounts — see page 43
• Recurring Invoices — see page 69

How Do I Establish...?
• Salesperson History — see page 40
• Customer History — see page 55
• Accounts Receivable History — see page 64

How Do I Enter...?
• Salesperson Information — see page 38
• Customer Information — see page 45
• Customer Billing Addresses — see page 47
• Customer Defaults — see page 48
• Customer Account and Statement Information — see page 50
• Customer Shipping Addresses — see page 53
• Manually-prepared Invoices or Memos — see page 65
• Invoices Generated Using the Order Management Module — see page 73
• Adjusting Memos for Order Management-Generated Invoices — see page 133
• Payments — see page 88
• Payment Details for Order Management Counter Sales Orders — see page 85
14 Accounts Receivable
 Setting Up Accounts Receivable 15

Setting Up Accounts Receivable

Overview
The Setting Up Accounts Receivable section provides information and procedures for
setting up the Accounts Receivable module to fit your business needs and practices.
These basic tasks include:
• Defining Statement Cycles
• Defining Customer Classes
• Setting Up General Ledger Accounts
• Defining the Fiscal Period
• Defining Customer Defaults
• Setting Up Finance Charges
• Defining Accounts Receivable System-Level Decisions
• Defining Sales Territories
• Entering Salesperson Information
• Establishing Salesperson History

Structuring Accounts Receivable Coding

Before setting up the Accounts Receivable module and beginning regular accounts
receivable operations, it is important to develop a logical, well-organized method for
assigning identification codes to certain records entered and used throughout the
Accounts Receivable module and elsewhere in the Solomon system: customer
information, document reference numbers, recurring invoices, etc. The method you
develop for each record is known as its coding scheme.
A coding scheme is a system of arranging letters and/or numbers into meaningful data
record identifiers (IDs and numbers) that distinguish each record from all other records
in the Solomon database. Its purpose is to make data easier to reference and report
when you are using Solomon. For example, you might set up a coding scheme for
customer IDs that requires the customer ID of a retail customer to begin with the letters
CR and the ID of a wholesale customer to begin with CW. Consider developing an
appropriate coding scheme for each of the following accounts receivable record types:
• Customers
• Customer classes
• Customer addresses (including billing)
• Document reference numbers
16 Accounts Receivable

• Recurring invoices
• Salespersons
• Statement cycles
• Terms
• Sales Territories

Accounts Receivable Record Coding Formats

During a Solomon session, a great deal of new information, from transaction batches,
to customer information, to sales orders, to inventory data, is entered into the database.
For accurate, efficient data storage and retrieval, each data record receives a unique
identifying code that distinguishes it from all other data records. These codes can be
numeric, alphabetic, or alphanumeric. Depending on the data record type, the codes are
either assigned automatically by Solomon or manually by you.
For example, if transaction batch numbering began with batch number 000001 for the
first batch entered, Solomon automatically assigns batch number 000234 to the 234th
batch entered. However, data records such as customer and salesperson information or
accounts receivable terms require manually assigned identifying codes. For example, if
the information of a customer named Greene is being entered, the customer ID could
be GREENE, GRE100, 100GRE, or any identifying code you care to assign.
To ensure easy record retrieval, especially for reporting make sure the codes assigned
to each type of data record follow a standard coding format established in advance. For
example, the coding format for the IDs of preferred customers might use a leading P at
the beginning of each ID: P00001, P00002, etc. Salesperson IDs might use each
salesperson’s territory code number and the first three letters of the salesperson’s last
name: 100GRE, 120THO, etc. When establishing record coding formats, consider the
following:
• Before defining coding formats, review the sorting and selection functions that
specify which information should appear when you generate reports and compare
this to your reporting needs. This comparison helps you develop coding formats
that achieve the desired reporting results.
• In Solomon, code sorting always occurs from first character to last, numerically
and alphabetically. Also, numbers always sort before letters. For example,
Solomon sorts 020243, 020242, 080656, 042691 in the order 020242, 020243,
042691, 080656. The alphanumeric codes B20242, A20242, B20243 are sorted
and arranged in the order A20242, B20242, B20243.
 Setting Up Accounts Receivable 17

• If you cannot define a format that completely meets the needs of a data record, use
a format adequate for a majority of the record’s codes and handle exceptions
individually. Do not use a random coding format.
• Once you have defined the coding format for a record type, consistently observe
this format when you enter associated data records. If the format requires six
characters, all codes should have six characters; if the character order is two letters
followed by four numbers, all codes should have two letters followed by four
numbers, etc.
Remember that a well-planned system of coding formats ensures the orderly, logical
identification of all data records in the database for better use of Solomon’s data
management capabilities.
Customer ID
Customer IDs are unique identifying codes assigned to each customer’s information
that distinguish the customer from all other customers in the database. A customer’s ID
can be any alphanumeric code you care to assign. Possible customer ID formats
include:
• The initial series of letters in the customer name (MASTERSONCO for Masterson
Company)
• Sequential numbers (10002, 10003, etc.)
• Region number-customer number combination (100616 for customer 616 in region
100 — Northwest U.S.)
• Customer name-sales area combination (MASTERSON12 for the Masterson
Company in sales area 12 — Seattle Area)
Salesperson ID
Salesperson IDs are unique identifying codes assigned to each salesperson’s
information (name, address, commission percentage, etc.). A salesperson ID can be any
alphanumeric code you care to assign (for example, an abbreviated version of the
salesperson’s name or a letter-number combination). Possible salesperson ID formats
include:
• A series of letters in the salesperson’s name (JRobinson for Jim Robinson)
• Sequential numbers (15, 16, etc.)
• Region number-salesperson number combination (10035 for salesperson 35 in
region 100 — Northwest U.S.)
• Salesperson name-sales area combination (JRobinson12 for Jim Robinson in sales
area 12 — Seattle Area)
18 Accounts Receivable

Address ID and Billing Address ID

Address IDs are unique identifying codes assigned to customer address information.
An address ID can be any alphanumeric code you care to assign. To avoid confusion,
each customer’s customer ID and address ID are usually the same. Possible address ID
formats include:
• The initial series of letters in the customer and state name (JRobinsonOH for Jim
Robinson in Ohio)
• Sequential numbers (10002, 10003, etc.)
• Customer number-zip code combination (45840616 for customer 616 in zip code
45840)
• Customer name-area code combination (JRobinson419 for Jim Robinson in area
code 419)
Customer Class ID
Customer classes are typically used to identify and group customers with similar
characteristics. They facilitate reporting the information of specific customer types and
also make it easier to establish customer defaults when you are entering new customer
information in Solomon. A customer class ID can be any alphanumeric code you care
to assign. Possible customer class ID formats include:
• A series of letters in the customer class name (PREF for preferred)
• Sequential numbers (22428656, 22428657, etc.)
• Region number-class number combination (10010 for customer class 10 in region
100 — Northwest U.S.)
Statement Cycle ID
A statement cycle is a customer classification tool used to identify and group
customers with similar characteristics whose statements should be printed at the same
time. Grouping customers into statement cycles allows you to print statements for
specific groups of customers at different times, eliminating long statement printing
runs that typically result when all customer statements are produced at the same time.
A statement cycle ID can be any alphanumeric code. Possible statement cycle ID
formats include:
• A series of letters in the statement cycle name (AC for customers with last names
beginning with the letters A through C)
• Sequential numbers (01 for statements on the 15th of the month; 02 for statements
on the 30th of the month)
• A customer terms ID (2P15N30 for customers with a 2/15 net 30 terms)
 Setting Up Accounts Receivable 19

Terms ID
Terms IDs are unique identifying codes assigned to customer payment terms
information. A terms ID can be any alphanumeric code you care to assign. Possible
customer ID formats include:
• A series of letters (AA for 2/15 Net 30 terms, BB for 3/15 Net 30 terms, etc.).
• Sequential numbers (01 for 2/15 Net 30 terms, 02 for 3/15 Net 30 terms, etc.).
• An alphanumeric code (2P15N30 for customers with a 2/15 net 30 terms).
Recurring Invoice ID
A recurring invoice is an invoice issued at regular intervals for the same amount each
time. Typical uses include standardized product orders and monthly retainer fees. In
Solomon, regular accounts receivable invoices are created from recurring invoice
records. A recurring invoice ID can be any alphanumeric code you care to assign.
Possible recurring invoice ID formats include:
• The initial series of letters in the customer name (MASTERSONCO for Masterson
Company).
• Invoice description (RENT for a monthly rental invoice).
• Sequential numbers (001, 002, etc.).
• Customer name-recurring invoice number combination (JROBINSON001 for Jim
Robinson, recurring invoice number 1).
Reference Number
Reference numbers are unique identifying codes assigned to accounts receivable
documents. In the Accounts Receivable module, reference numbers can either be
numeric or alphanumeric, depending on the option selected at Auto Reference
Numbering on the Other Options tab of AR Setup (08.950.00). If you select automatic
reference numbering Solomon automatically assigns numeric-only numbers to orders
and increments the order number by one (000242, 000243, etc.) for each new order
entered, once you have established the order number format at Last Reference Number
on the Other Options tab of AR Setup (08.950.00). Last Reference Number
accommodates document numbering schemes up to 10 positions long: four-position
schemes, six-position schemes, etc. When defining the last reference number scheme
for automatic reference numbering, use a starting sequence value containing the exact
number of document reference number character positions.
• Type 000000 to have Solomon use a six-position numbering scheme and number
the next document entered with the 000001 reference number.
• Type 00000010 to have Solomon use an eight-position numbering scheme and
number the next document entered with the 00000011 reference number.
If you want to use a four-position number but you type 0000000000, Solomon will
number the next document entered with the 0000000001 reference number.
20 Accounts Receivable

After you define the Last Reference Number numbering scheme and reference number,
Solomon automatically increments the reference by one for each new document
entered.
If you select manual reference numbering, you control whether reference numbers are
assigned to documents and the numbering format used. A manual reference number
format can be any alphanumeric system you care to establish. Possible manual
reference number formats include customer invoice numbers or combination codes
such as a department-document number, such as SM0013 for document number 13
from Sales & Marketing, or data entry operator-document number, such as KE2130 for
document 2130 entered by an operator with the initials KE.
If you manually assign reference numbers and use numbers printed on the documents
as reference numbers for accounts receivable transactions, you do not need to maintain
a reference number log. The reference numbers are already recorded on the source
documents. If you use a reference numbering scheme other than the sequential method,
the audit trail to the order in which documents are entered will be lost.

Note: Automatic reference or manual reference numbering formats using customer

document numbers or some type of sequential system are the only formats that provide
a clear accounts receivable document audit trail. If you choose any other type of
reference numbering format, maintain a written reference number log showing the
specific reference number assigned to each document.

Accounts Receivable Setup

The Accounts Receivable’s flexible setup options allow you to tailor its operation to
the specific needs of your company. During setup, you typically:
• Enter the numbers of your company’s default accounts and subaccounts to which
Solomon is to post accounts receivable receipts, discounts, finance charges, and
sales. Setting up default accounts receivable accounts reduces data entry time
when entering customer documents.
• Specify whether Solomon should post accounts receivable batches to the general
ledger in detail (include all batch document and transaction details) or summary
(include only a by-account summary of batch documents and transactions).
• Set Solomon to retain accounts receivable transaction details and accounts
receivable history for a set number of prior fiscal periods and years. Solomon can
retain accounts receivable details and history for up to 99 prior fiscal periods and
years. Retaining transaction detail allows you to perform on-screen inquiries for
transactions already posted to customer accounts. History refers primarily to
customer summary data, such as sales, debit memos, and credit memos.
• Select Post Payment Discount into Company of Invoice to have payment discounts
in a multi-company database posted to the company of the invoice. Otherwise,
payment discounts will be posted to the company receiving the payment.
 Setting Up Accounts Receivable 21

• If you do not retain transaction detail for any prior periods, Solomon automatically
deletes all closed transactions from prior periods when you close the Accounts
Receivable module for a period. See “Closing Process (01.560.00)” in the General
Ledger online help or user guide. The number of periods and years accounts
receivable details and history are retained affects database size; the more periods
and years data are retained, the larger the database.
• Specify whether invoice numbers are assigned automatically by Solomon or
manually by you. Numbering invoices manually is useful when specific ranges of
invoice numbers are assigned to specific entities, such as individuals, offices, or
regions.
• Define the level of customer credit limit checking Solomon is to perform. The
level of credit limit checking impacts the entry of hand-prepared invoices as well
as the credit checking functions in the Order Management module. For this reason,
review your company’s credit policy carefully to ensure the appropriate credit
checks take place during transaction entry.
• Enter miscellaneous default customer-related information, such as default
statement cycle, customer class, and statement type, that Solomon is to use on
accounts receivable documents automatically.
• Establish how Solomon is to handle finance charges.
• Specify whether or not Solomon should permit the entry of sales tax information
on accounts receivable documents.
• Specify whether or not a NSF Charge is automatically assigned during a payment
void and the charge amount.
• Specify whether small balances may be written off during payment application and
the maximum amount.
22 Accounts Receivable

Before You Begin

The normal Accounts Receivable module setup sequence is to enter setup information
after defining payment terms, sales tax information, statement cycles, and customer
classes but before entering salesperson, customer, open document, and recurring
invoice information.
Before you start setting up the Accounts Receivable module:
1. Define all necessary accounts receivable record coding schemes. See “Structuring
Accounts Receivable Coding” on page 15 and “Accounts Receivable Record
Coding Formats” on page 16.
2. Set up customer terms on Terms Maintenance (21.270.00) in the Shared
Information module. Your customer terms can be identical to the terms your
vendors offer you. You do not need to set up separate terms IDs for identical
customer and vendor terms.
3. Set up sales tax information on Sales Tax Maintenance (21.280.00) in the Shared
Information module. Set up tax information for any state and local sales taxes to
which your sales are subject.
 Setting Up Accounts Receivable 23

Defining Statement Cycles

Group customers into statement cycles to print statements for specific groups of
customers, such as all customers with accounts 90 days overdue. Using statement
cycles eliminates long statement printing runs that typically result when all customer
statements are generated at the same time.
Defining a statement cycle involves entering an identification code, aging days for up
to four aging categories, and an associated dunning message that Solomon should print
on certain accounts receivable documents. Typical aging categories are:
• Currently due
• 30 days overdue
• 60 days overdue
• 90 days overdue
Solomon totals customer billing document amounts with aging days equal to or less
than the days specified in the aging categories and then lists the total under the
associated dunning message on customer statements. Solomon prints the dunning
message on a customer’s statement only if Print Dunning Message is selected for the
customer on the Other Options tab of Customer Maintenance (08.260.03). See
“Entering Customer Information” on page 45.
> To define statement cycles:
1. Choose Module | Accounts Receivable | Screens | Statement Cycle. Statement Cycle
(08.280.00) displays.

Figure 6: Statement Cycle (08.280.00)

2. Type a statement cycle code in Statement Cycle ID.

3. Type the number of aging days in Aging Category Days and the message to print
on customer statements in Message Description.
4. Click Save on the toolbar.
5. Close Statement Cycle (08.280.00).
24 Accounts Receivable

Defining Customer Classes

Customer classes identify and group customers with similar characteristics, such as
wholesale customers. Using customer classes makes it easier to print reports on
specific groups of customers or to set up defaults, such as a default statement cycle or
payment application options, when you are entering new customer information in
Solomon.
> To define customer classes:
1. Choose Module | Accounts Receivable | Screens | Customer Class. Customer Class
(08.290.00) displays.

Figure 7: Customer Defaults tab of Customer Class (08.290.00)

2. Type an identification code for the class in Class ID.

3. Type a description of the class in Description.
4. Click the Customer Defaults tab, if necessary.
5. Type the price class to assign to the customer class in Price Class.
6. Type the sales terms to assign to the customer class in Terms.
7. Type the trade discount to assign to the customer class in Trade Discount.
8. Type the accounts receivable account and optional subaccount to debit for
customer sales.
9. Type the accounts receivable sales account and optional subaccount to credit for
customer sales.
 Setting Up Accounts Receivable 25

10. Type the liability account and optional subaccount to credit for customer
prepayments.
Complete step 11 if the Solomon Order Management module is installed.
Otherwise, continue with step 17.
11. Click the OM Defaults tab to establish default order type accounts and subaccounts.
See the Order Management online help or user guide for a discussion on order type
maintenance.

Figure 8: OM Defaults tab of Customer Class (08.290.00)

12. Type the cost of goods sold account and optional subaccount to debit for customer
sales.
13. Type the freight account and optional subaccount to credit for customer sales.
14. Type the miscellaneous account and optional subaccount to credit for customer
sales.
15. Type the discount account and optional subaccount to debit for customer sales
16. Click Save on the toolbar.
17. Close Customer Class (08.290.00).
26 Accounts Receivable

Setting Up General Ledger Accounts

General ledger accounts are those used to debit or credit customer accounts based on
transactions in the Accounts Receivable module.
• All general ledger accounts must be set up on Chart of Accounts Maintenance
(01.260.00) in the General Ledger module.
• All subaccounts must be set up on Flexkey Table Maintenance (21.330.00) in the
Shared Information module and Subaccount Maintenance (01.270.00) in the
General Account module.
> To set up general ledger accounts:
1. Choose Module | Accounts Receivable | Screens | AR Setup. The Invoice Accounts
tab of AR Setup (08.950.00) displays.

Figure 9: Invoice Accounts tab of AR Setup (08.950.00)

2. Type the account and subaccount to debit for customer sales in Accounts
Receivable.
3. Type the bank account and optional subaccount to debit for customer payments in
Default Cash Account.
 Setting Up Accounts Receivable 27

4. Type the contra-asset account and optional subaccount to credit for discounts
given to customers in Default Discount Account.
5. Type the income account and optional subaccount to debit for finance charges you
receive from customers in Default Finance Charge Account.
6. Type the income account and subaccount to credit for customer purchases in
Default Income Account.
7. Click the Payment Accounts tab. The Payment Accounts tab of AR Setup
(08.950.00) displays.

Figure 10: Payment Accounts tab of AR Setup (08.950.00)

8. Type the account and optional subaccount to debit for non-sufficient funds (NSF)
check bank charges in Default NSF Charge Account.
9. Type the liability account and optional subaccount to debit for customer
prepayments in Default Prepayment Account.
10. Type the account and optional subaccount to debit for customer refunds in Default
Refund Account.
28 Accounts Receivable

11. Type the account and optional subaccount to credit for small balance write-offs in
Default Small Balance WO Account.
12. Type the account and optional subaccount to credit for small credit write-offs in
Default Small Credit WO Account.
13. Click Save on the toolbar.
 Setting Up Accounts Receivable 29

Defining the Fiscal Period

Define the fiscal period based on when you plan to start using the Accounts Receivable
module. A fiscal period consists of the period number and fiscal year.
• The period number is the month number starting with the first month in the fiscal
year.
• The fiscal year is defined in GL Setup (01.950.00). For some companies, the fiscal
year is the calendar year in which the fiscal year begins. For others, the fiscal year
is the calendar year in which the fiscal year ends.

Example: If April is the first period of the new fiscal year, the period number for April
is 01. If the fiscal year begins April 1, 1998 and runs through March 31, 1999, the
fiscal year is 1998.

The current fiscal period number increments by one at each period closing. After the
first period closing, the current fiscal period number is always the number of the
current accounts receivable accounting period. The current fiscal year increases by one
at each yearly closing.
> To set up the fiscal period:
1. Click the GL Options tab on AR Setup (08.950.00). The GL Options tab of AR Setup
(08.950.00) displays.

Figure 11: GL Options tab of AR Setup (08.950.00)

30 Accounts Receivable

2. Select how Solomon should post accounts receivable activity to general ledger
accounts from the GL Posting Option drop-down list.

Note: If you choose to post activity in summary, make sure you retain all related
batch control reports and generate up-to-date transaction lists to maintain a
detailed history for auditing purposes.

3. Type the period before the period in which you plan to begin regular operations in
Current Period Number. For example, if you plan to begin regular operations in
period nine of 1998, the current fiscal period is 08-1998.

Note: Once you enter transactions into the database, you cannot change the current
fiscal period number. The number changes only as a result of doing period- and
year-end closings.

4. Type the maximum number of fiscal years prior to the current year that Solomon
should retain customer history in Years to Retain History. For example, 02 indicates
that Solomon should retain customer history for two years after the current year.
5. Type the maximum number of periods prior to the current period that Solomon
should retain accounts receivable activity in Periods to Retain Tran Detail. For
example, 02 indicates that Solomon should include customer payment history for
two periods prior to the current period in the average-days-to-pay calculation.
6. Type the maximum number of periods prior to the current period that Solomon
should include in the average-days-to-pay calculation in Nbr of Pds in Avg Days to
Pay.
7. Click Save on the toolbar.
 Setting Up Accounts Receivable 31

Defining Customer Defaults

Default customer information is information that applies to the majority of your
customers. Setting up default customer information can increase the speed of entering
customer records in Solomon. When you enter a new customer record, Solomon
automatically enters the default information, which you can change as needed.
> To define customer defaults:
1. Click the Customer Defaults tab on AR Setup (08.950.00). The Customer Defaults
tab of AR Setup (08.950.00) displays.

Figure 12: Customer Defaults tab of AR Setup (08.950.00)

2. Type the default statement cycle to use when entering a new customer in Customer
Maintenance (08.260.00).
3. Type the default customer class to use when entering a new customer in Customer
Maintenance (08.260.00).
4. Select the default level of detail to print on customer statements from the Default
Statement Type drop-down list.
32 Accounts Receivable

5. Select Default Customers to Auto Apply Payments if Solomon should automatically

apply the payments and credit memos to the oldest invoices, debit memos, or
finance charges when applying payments on Payment Application (08.030.00) and
Payment Entry (08.050.00). If this option is not selected, you must manually apply
payments.
6. Select Allow Small Balance Write Off in Payment Applications to enable small
balance write-off on Payment Applications (08.030.00). Type the maximum
amount that a document can be to qualify for a small balance write-off.
7. Select Automatically Generate NSF Check Bank Charge if Solomon should
automatically apply a charge for a check returned for non-sufficient funds. Type
the amount of service charge to apply check returned for non-sufficient funds.
8. Select the default sorting option for Solomon to use when displaying documents
on Payment Application (08.030.00).
9. Select the default viewing option for Solomon to use when displaying customer
documents on Customer Activity (08.260.04).
10. Click Save on the toolbar.
 Setting Up Accounts Receivable 33

Setting Up Finance Charges

Setting up finance charge maintenance information involves specifying the annual
finance charge percentage, minimum finance charge, whether or not to charge the
minimum finance charge, whether or not to compound finance charges, and whether or
not to apply customer payments to finance charges first.
• For balance-forward customers subject to finance charges, Solomon applies
finance charges to each past-due document in each statement cycle aging category.
• For open-item customers, Solomon applies finance charges to each past-due
document plus any previously accumulated finance charges.
Finance charges on past-due customer accounts become due on the date they are
calculated. If you compound finance charges, Solomon adds any finance charges still
outstanding to the new finance charge.
To compensate for unapplied customer payments and credit memos, Solomon
simulates the application of these documents to each customer’s oldest invoices, debit
memos, and finance charges before it calculates new finance charges.
> To set up finance charges:
1. Click the Finance Charge Setup tab on AR Setup (08.950.00). The Finance Charge
Setup tab of AR Setup (08.950.00) displays.

Figure 13: Finance Charge Setup tab of AR Setup (08.950.00)

34 Accounts Receivable

2. Type the annual finance charge percentage for Solomon to use to calculate
document finance charges.
3. Type the minimum finance change for Solomon to use when adding finance
charges. If a finance charge on a customer document is less than the minimum
finance charge, Solomon does not add the finance charge unless Always Charge
Minimum is selected.
4. Select Always Charge Minimum if Solomon should add a finance charge to
customer documents for which you enter finance charges that are less than the
minimum finance charge.
5. Select Compound Finance Charge if Solomon should compound the customer
finance charges it calculates for past-due customer documents.
6. Select the order in which Solomon should apply payments to documents when
using Payment Application (08.030.00) or Payment Entry (08.050.00).
7. Click Save on the toolbar.
 Setting Up Accounts Receivable 35

Defining Accounts Receivable System-Level Decisions

System-level decisions affect the operation of the Solomon Accounts Receivable
module. These decisions include how to assign a document reference number, how to
display transaction line descriptions, how to enter sales tax defaults, and how to
perform credit checking.
> To define Accounts Receivable system-level decisions:
1. Click the Other Options tab on AR Setup (08.950.00). The Other Options tab of AR
Setup (08.950.00) displays.

Figure 14: Other Options tab of AR Setup (08.950.00)

2. Select Auto Reference Numbering to have Solomon assign reference numbers to

AR documents automatically, based on the value shown in Last Reference Number.
3. Type the format to use as the number format for AR documents in Last Reference
Number. The typical format is 000000, which assigns 000001 to the first AR
document.
4. Select the default format from the Tran Description Default drop-down list that
Solomon should use to begin transaction detail line descriptions in AR document
entry and maintenance screens.
36 Accounts Receivable

5. Select the type of credit checking from the Credit Checking Type drop-down list
that Solomon should perform to warn users in accounts receivable that a
customer’s balance may exceed credit limit restrictions. Note that this feature will
not prevent entry or release of new invoices.
6. Type the maximum number of days in Days Past Due that a customer’s oldest
invoice can be past due before Solomon applies its credit checking functions to the
customer’s new orders.
7. Select the type of overlimit from the OverLimit Type Amount drop-down list that
Solomon should use for its credit checking functions. Type the maximum
overlimit value Solomon allows for customers whose balances and documents
exceed their credit limit.
• If you select Amount, type a dollar value.
• If you select Percent, type a percent.
8. Select one of the following:
• Previous Line on Document to obtain the default sales tax value for a new
document transaction detail line from the previous line on the document.
• Customer Defaults to obtain the default sales tax value for a new document
transaction detail line from the customer’s default entries.
9. Select Allows Sales Tax Entry to allow entry of sales tax information when
processing AR documents.
10. Type the number of decimal places to display in quantity fields.
11. Type the number of decimal places to display in price fields.
12. Type the maximum number of documents that can be listed on Payment
Applications (08.030.00) without generating a warning message.
13. Click Save on the toolbar.
 Setting Up Accounts Receivable 37

Defining Sales Territories

Sales territories are used to identify and group salespersons or customer’s with similar
geographic areas.
1. Choose Modules | Accounts Receivable | Screens | Sales Territory. Sales Territory
(08.320.00) displays.

Figure 15: Sales Territory (08.320.00)

2. Type a unique alphanumeric code in Territory that identifies the sales territory.
3. Type an explanation of the territory ID in Description.
4. Click Save on the toolbar.
5. Close Sales Territory (08.320.00).
38 Accounts Receivable

Entering Salesperson Information

Associating a default salesperson with each of your customers enables Solomon to
track and report sales by salesperson. If you do not want to track sales by salesperson,
use Salesperson Maintenance (08.310.00) to set up sales categories to track sales by
other groupings, such as by region.
During regular operations, Solomon automatically assigns all customer sales to their
associated salesperson and commission rate. The commission percentage is the base
commission rate paid to the salesperson for sales to customers. Solomon calculates the
salesperson’s cash commissions by multiplying the extended price of each sales order
by the commission percentage. If you are using the Order Management module, you
can override these customer defaults and assign any salesperson and commission rate
set up in Solomon.

Note: Once a salesperson’s information is set up, you cannot change the salesperson’s
ID. The only way to change a salesperson’s ID is to delete all of the salesperson’s
information and then re-enter the information using a new salesperson ID.

> To enter salesperson information:

1. Choose Modules | Accounts Receivable | Screens | Salesperson. Salesperson
Maintenance (08.310.00) displays.

Figure 16: Salesperson Maintenance (08.310.00)

2. Type an alphanumeric code for the salesperson in Salesperson ID.

 Setting Up Accounts Receivable 39

3. Type the salesperson’s full name in Name. Type the @ symbol before the name to
use when alphabetizing. For example, Solomon alphabetizes Steve@Milton by
Milton.
4. Type the salesperson’s address and telephone information. If you use both address
lines, type the actual mailing address in Address Line 2.
5. Type the salesperson’s default commission percentage rate in Commission Pct.
6. Type the identification code of the salesperson’s territory in Territory ID.
7. Type the salesperson’s email address in Email Address.
8. Click Save on the toolbar.
9. Close Salesperson Maintenance (08.310.00).
40 Accounts Receivable

Establishing Salesperson History

Before you begin using the Solomon Accounts Receivable module, establish
salesperson history using the initialize mode. See the System Manager online help or
user guide for information on the initialize mode.
You also can import existing data into Solomon. See the System Manager online help
or user guide for information on data import.
> To establish salesperson history:
1. Choose Options | Initialize Mode to turn on initialize mode.
2. Click History on Salesperson Maintenance (08.310.00). Salesperson History
(08.311.00) displays.

Figure 17: Salesperson History (08.311.00)

3. Type the identification code of the salesperson in Salesperson ID.

4. Type the current fiscal year in Fiscal Year.
5. Type the fiscal period and year in Current Period that is prior to the period and year
in which you want to begin using the Solomon Accounts Receivable module.
 Setting Up Accounts Receivable 41

6. Type the sum of the salesperson’s sales by period in Sales. If you change the
salesperson’s period-to-date sales amount, change the appropriate customer class
sales total by the same amount.
7. Type the sum of the salesperson’s receipts on sales by period in Receipts. If you
change the salesperson’s period-to-date receipts amount, change the appropriate
customer class receipts total by the same amount.
8. Type the sum of the salesperson’s cost-of-goods-sold on sales by period in Cost of
Goods. If you change the salesperson’s period-to-date cost-of-goods-sold amount,
change the appropriate customer class cost-of-goods-sold total by the same
amount.
9. Click Save on the toolbar.
10. Close Salesperson History (08.311.00).
11. Choose Options | Initialize Mode to turn off initialize mode.
42 Accounts Receivable
 Setting Up Customer Accounts 43

Setting Up Customer Accounts

Overview
The Setting Up Customer Accounts section provides information and procedures for
entering customer information and establishing customer account history. These basic
tasks include:
• Entering Customer Information
• Entering Customer Addresses
• Entering Customer Defaults
• Entering a Customer’s Other Options
• Entering Customer Order Management Information
• Entering Customer Order Management Account Information
• Entering Customer Shipping Addresses
• Establishing Customer History

Before You Begin

Before you set up your customer accounts:
• Verify that all necessary customer payment terms are entered in Terms
Maintenance (21.270.00) in the Shared Information module.
• Obtain a list of your company’s current customers and structure their customer and
address IDs according to the coding schemes you have developed for these
records. See “Structuring Accounts Receivable Coding” on page 15 and “Accounts
Receivable Record Coding Formats” on page 16.
• Note any customers who require special attention, such as those to be placed on
hold and those with names that will sort differently on reports and lists than you
would prefer.
• Solomon automatically sorts customer names alphabetically by the first letter in
the first word of the customer name. For example, Solomon automatically sorts the
customer The Baltimore Bank by the T in The rather than the B in Baltimore. For
such customer names, determine the word by which Solomon should base name
sorting when generating reports and lists.
• Assign the appropriate terms ID, customer class ID, and statement cycle ID to
each customer.
• If you are segmenting customer IDs, set up the segments in Flexkey Table
Maintenance (21.330.00) in the Shared Information module.
44 Accounts Receivable

Customer Status
A customer’s account status determines the type of processing that Solomon performs
on the account.
• Active — Customer is eligible for all accounts receivable services. Solomon
processes all of an active customer’s documents without any restrictions.
• Admin Hold — Customer is on administrative hold. Solomon does not permit
document entry for this customer, however you apply and enter payments on
Payment Application (08.030.00) and Payment Entry (08.050.00).
• One Time — Customer is a one-time customer. Solomon deletes one-time
customer information when the customer’s account has no open documents and
meets the maximum number of periods set for retention of transaction details.
• Inactive — Customer is not active; Solomon does not permit new transaction
document entry (invoice, payment, order, etc.) for this customer until the
customer’s status is changed to Active or One Time. Documents entered into the
system before the customer became inactive will be processed.

Terms and Pricing

Terms and pricing determines how Solomon calculates a customer’s document amount
at payment time.
• Trade Discount Percentage — Discount percentage given to the customer in
addition to any regular price or percent discounts. For example, a customer who
purchases in very large volumes might receive an additional 5% discount in
addition to the regular price level discount.
• Price Class — Separate price lists for the same inventory items. Price classes are
often used to establish different item prices for different customer groups and to
identify contract price schedules. Solomon uses price classes in the Order
Management module to determine the appropriate item prices to charge when you
produce sales orders.

Note: If you are using the Inventory and Order Management modules, you will
need to set up pricing information in Inventory Items (10.250.00) and/or price level
information in Sales Price (40.380.00).

• Terms ID — Predefined vendor payment and customer sales terms, such as Net 30
days with a 2% discount. Set up customer terms on Terms Maintenance
(21.270.00) in the Shared Information module.
 Setting Up Customer Accounts 45

Entering Customer Information

You must enter a customer’s information before the Accounts Receivable module will
allow you to enter and process documents for the customer. Customer information
consists of the customer’s name and address, account status, sales terms, and credit
limit.

Note: Once a customer’s information is set up, you cannot change the customer’s ID.
The only way to change a customer’s ID is to delete all of the customer’s information
(if there are no customer history or detail transaction items for that customer), and then
re-enter the information using a new customer ID.

> To enter customer information:

1. Choose Module | Accounts Receivable | Screens | Customer Maintenance. The
Customer Information tab of Customer Maintenance (08.260.00) displays.

Figure 18: Customer Information tab of Customer Maintenance (08.260.00)

2. Select the status of the customer account from the Status drop-down list. See
“Status” on page 209.
3. Type an alphanumeric code (up to 10 characters) for the customer identification
number.
46 Accounts Receivable

4. Type the class ID for the customer’s class grouping in Class ID.
5. Type the customer’s full name. Type the @ symbol before the word to use when
alphabetizing. For example, Solomon alphabetizes The@Middleton Company by
Middleton.
6. In the Terms and Pricing area, type the customer’s trade discount, price class, and
terms ID. These values will default from the customer class record if they have
been set up. Price Class can be used only when the Order Management module is
being used.
7. In the Credit area, select the credit check method from the Credit Check list, type
the customer’s credit limit in Limit, the credit checking grace period in Grace
Period and enter the Credit Manager ID. For the credit limit, zero specifies that the
customer has unlimited credit.
8. In the Balance area, the customer’s current balance, future balance, accrued
revenue, open orders, shipped, prepayments, past due, last invoice, and last activity
reflect the current open documents.
9. Click Save on the toolbar.
 Setting Up Customer Accounts 47

Entering Customer Addresses

The billing address is the address Solomon uses on the customer’s invoices and
statements. If you do not enter a customer’s billing address, Solomon creates one when
you exit the customer’s record.
> To enter a customer’s address:
1. Click the Address tab on Customer Maintenance (08.260.00). The Address tab of
Customer Maintenance (08.260.00) displays.

Figure 19: Address tab of Customer Maintenance (08.260.00)

2. In the Main Address area, type the customer’s address information.

3. Click Copy to Bill To. The customer address information from the Main Address
area populates the fields.
4. If the customer’s billing address is different, change the necessary information.
5. Click Save on the toolbar.
48 Accounts Receivable

Entering Customer Defaults

The defaults for each customer appear in fields on screens used for data entry. When
you enter a new customer record, Solomon automatically enters the default information
in the appropriate fields. There are three types of defaults:
• Tax defaults
− Tax defaults on Customer Maintenance (08.260.00) is available only if Allow
Sales Tax Entry is selected on the Other Options tab of AR Setup (08.950.00).
− Solomon uses customer sales tax information to calculate taxable and tax
amounts on accounts receivable documents. A customer’s tax information
includes a tax registration number, a tax location ID, and up to four default tax
IDs.
− Set up tax IDs on Tax Maintenance (21.280.00) or Tax Group Maintenance
(21.340.00) in the Shared Information module. You can associate the tax IDs
with either the customer’s shipping address or main address.
• Currency defaults
• General ledger account defaults
All accounts must be set up on Chart of Accounts Maintenance (01.260.00) in the
General Ledger module. All subaccounts must be set up on Flexkey Table
Maintenance (21.330.00) in the Shared Information module and Subaccount
Maintenance (01.270.00) in the General Ledger module.
 Setting Up Customer Accounts 49

> To enter customer defaults:

1. Click the Defaults tab on Customer Maintenance (08.260.00). The Defaults tab of
Customer Maintenance (08.260.00) displays.

Figure 20: Defaults tab of Customer Maintenance (08.260.00)

2. In the Tax area, select the location where Solomon should retrieve the default tax
IDs from the Default From drop-down list.
3. Type the tax registration number assigned to the customer’s main address, if such
a number is required for tax reporting purposes.
4. Type the tax location ID associated with the customer’s main address. A tax
location ID is optional and is typically used to cross reference tax information to
an external source.
5. Type up to four default tax IDs and/or group tax ID associated with the customer’s
main address.
6. Type the currency defaults for the customer in the Currency area.
7. Type the default accounts receivable, sales, and prepayment accounts and
subaccounts in the GL Accounts area.
8. Click Save on the toolbar.
50 Accounts Receivable

Entering a Customer’s Other Options

A customer’s other options include the ID of the customer’s associated sales territory
and salesperson, any customer credit card information, and the options that control
statement preparation for the customer.
> To enter a customer’s other options:
1. Click the Other Options tab on Customer Maintenance (08.260.00). The Other
Options tab of Customer Maintenance (08.260.00) displays.

Figure 21: Other Options tab of Customer Maintenance (08.260.00)

2. Type the customer’s default credit card information in the Credit Card area.
3. Type the customer’s default statement options in the Statement Options area.
4. Type the identification code of the customer’s sales territory in Sales Territory ID.
5. Type the identification code of the customer’s default sales person in Salesperson.
6. Click Save on the toolbar.
 Setting Up Customer Accounts 51

Entering Customer Order Management Information

A customer’s Order Management information includes default order-related IDs
(preferred inventory source site, ship to, buyer, certification), customer order
preferences and options (minimum order value, substitute items are okay, etc.), default
salespeople information, and whether to consolidate multiple shippers into an invoice.
> To enter a customer’s Order Management information:
1. Click the Order Management tab on Customer Maintenance (08.260.00). The Order
Management tab of Customer Maintenance (08.260.00) displays.

Figure 22: Order Management tab of Customer Maintenance (08.260.00)

2. Type the customer’s default Order Management IDs in the Default IDs area.
3. Define the order preferences and options in the Processing Options area.
4. Click Default Salespeople. Customer Salespeople (40.808.00) displays.
5. Define the customer default salespeople information.
6. Click OK to close Customer Salespeople (40.808.00).
7. Click Consolidate Invoice to consolidate multiple shippers on a single invoice.
8. Click Save on the toolbar.
52 Accounts Receivable

Entering Customer Order Management Account Information

A customer’s Order Management account information defines the accounts and
optional subaccounts used to book the customer’s Order Management transactions to
the general ledger. Customer Order Management accounts consist of cost of goods
sold, freight, miscellaneous, Order Management sales, discount, and accrued revenue.
> To enter a customer’s Order Management account information:
1. Click the OM GL Accounts tab on Customer Maintenance (08.260.00). The OM GL
Accounts tab of Customer Maintenance (08.260.00) displays.

Figure 23: OM GL Accounts tab of Customer Maintenance (08.260.00)

2. Type the customer’s Order Management general ledger account and subaccount
information.
3. Click Save on the toolbar.
 Setting Up Customer Accounts 53

Entering Customer Shipping Addresses

The shipping address is the location where the customer receives a shipment, such as
the receiving dock in the warehouse. A customer can have multiple shipping addresses.
If you do not enter a shipping address, Solomon creates one when you save the
customer’s record. If Solomon creates the shipping address, it enters a default ship-to
ID and uses the customer’s main address as the ship-to location.
> To enter the customer’s shipping addresses:
1. Click Shipping on the Customer Information tab of Customer Maintenance
(08.260.00) or choose Module | Accounts Receivable | Screens | Shipping Address.
Shipping Address (08.262.00) displays.

Figure 24: Shipping Address (08.262.00)

2. Type an alphanumeric code for the ship-to location in Ship To ID.

3. Type a description of the ship-to location in Description.
4. Type the customer’s full name in Name. Type the @ symbol before the word to
use when alphabetizing. For example, Solomon alphabetizes The@Middleton
Company by Middleton.
5. Type the customer’s ship-to address information. If you use both address lines,
type the actual mailing address in Address Line 2.
6. Type the tax registration number assigned to the customer’s shipping location, if
such a number is required for tax reporting purposes.
54 Accounts Receivable

7. Type the tax location ID associated with the shipping address. A tax location ID is
optional and is typically used to cross reference tax information to an external
source.
8. Type up to four default tax IDs and/or group tax ID associated with the customer
address.
9. Click Save on the toolbar.
10. Close Shipping Address (08.262.00). Customer Maintenance (08.260.00)
reappears.
 Setting Up Customer Accounts 55

Establishing Customer History

When Solomon is in Initialize mode, you can enter a customer’s history of activity. Do
this when first setting up the Accounts Receivable module to establish the accounts
receivable records of all customers. See the System Manager online help or user guide
for more information on the initialize mode. Make sure period is the period prior to the
period when you want to begin using Solomon to manage your accounts receivables.
> To establish customer history:
1. Choose Module | Accounts Receivable | Screens | Customer History. Customer
History (08.261.00) displays.

Figure 25: Customer History (08.261.00)

2. Choose Options | Initialize Mode.

3. Type the customer ID, fiscal year, and period number.
4. In the Select Company area, choose Specific or All.
5. Type the sums of the customer’s net sales by period.
6. Type the sums of the customer’s cost-of-goods (COGS) sold by period.
7. Type the sums of all the debit memos charged to the customer’s balance by period.
8. Type the sums of all credit memos deducted from the customer’s balance by period.
9. Type the sums of all finance charges charged to the customer’s balance by period.
56 Accounts Receivable

10. Type the sums of all discounts deducted from the customer’s balance by period.
11. Type the sums of all receipts deducted from the customer’s balance by period.
12. Click Save on the toolbar.
13. Close Customer History (08.261.00).
 Processing Accounts Receivable Transactions 57

Processing Accounts Receivable

Transactions

Overview
The Processing Accounts Receivable Transactions section provides information and
procedures for entering invoices, applying payments, and printing statements. These
basic tasks include:
• Establishing Accounts Receivable History
• Entering Invoices or Memos
• Setting Up Recurring Invoices
• Confirming Invoices Generated Using Order Management
• Overriding Taxes for the Transaction
• Generating Recurring Invoices
• Applying Payments
• Entering Payments
• Auto-Applying Payments to Multiple Customers
• Reversing Payments
• Writing Off Small Balances and Credits
• Printing Accounts Receivable Batch Control Reports
• Releasing Accounts Receivable Batches
• Calculating Customer Finance Charges
• Aging Customer Balances
• Closing Statement Cycles
• Printing Customer Statements
• Closing Accounts Receivable
58 Accounts Receivable

Processing Accounts Receivable Transactions

1. Enter manually-prepared invoices, and debit and credit memos using Invoice and
Memo (08.010.00). Complete this step only if you are not using the Order
Management module with the Accounts Receivable module.
2. Set up any recurring invoices using Recurring Invoice (08.270.00). Recurring
invoices are invoices issued at regular intervals for the same amount each time,
such as a standing order.
3. Generate regular invoices from recurring invoices using Generate Recurring
Invoices (08.270.00). The process of generating recurring invoices, creates new
open invoices and posts these invoices to the appropriate customer records.
4. Print invoices and memos using the Invoice/Memo Forms (08.760.00) report. You
generally complete this step only if you do not print invoices and memos sent to
customers by some other means, such as the invoice and memo printing function
in the Order Management module.
5. Enter payments using Payment Application (08.030.00) or Payment Entry
(08.050.00). Solomon can apply payments and credit memos to open invoices and
debit memos automatically or you can manually apply payments and credit memos
to specific invoices and debit memos.
6. Calculate customer finance charges using Apply Finance Charges (08.520.00).
7. Age customer balances using Age Customer Detail (08.530.00) and print the Aged
Account Receivable (08.610.00) report.
8. Complete Close Statement Cycle (08.590.00) to record the balance of all open
accounts receivable documents as of the statement cycle closing date. Closing the
statement cycle allows data entry to continue without waiting for final statement
printing and determines the beginning balances for balance-forward statements.
9. Print customer statements using the Statements (08.600.00) report. Many
companies pay their bills from statements rather than invoices.
10. Post accounts receivable transactions using Post Transactions (01.520.00) in the
General Ledger module.
11. Generate various accounts receivable reports to assist in balancing accounts
receivable information with the general ledger:
• Account Distribution (08.630.00) report
• AR Transactions (08.640.00) report
• Document Register (08.660.00) report
• AR Edit (08.810.00) report
• Trial Balance (01.610.00) report
• Posted Transaction List (01.620.00) report
• Unposted Transaction List (01.680.00) report
 Processing Accounts Receivable Transactions 59

12. Generate all period-to-date reports before closing the Accounts Receivable module.
All period-to-date amounts return to zero after you close Accounts Receivable.
• Customer Trial Balance (08.620.00) report
• Sales by Customer (08.740.00) report
• Sales by Commission (08.750.00) report
13. Close the Accounts Receivable module using Closing Process (01.560.00) in the
General Ledger module.
60 Accounts Receivable

Accounts Receivable Transaction Flow

The following diagram is a graphic representation of the process to follow when
processing accounts receivable transactions.
Enter Manually-prepared Invoices
Hand Prepared Invoices and Memos (08.010.00)

Set Up Recurring Invoices Print Batch Control Reports

Recurring Invoice Maintenance (08.270.00)

Generate Recurring Invoices

Generate Recurring Invoices (08.500.00)

Print Invoices, Memos,

Recurring Invoices
Invoice/Memo Forms (08.760.00) Report

Apply Payment
Payment Application (08.030.00)
Payment Entry (08.050.00)

Compute Finance Charges

Apply Finance Charges (08.520.00)

Age Customer Balances

Age Customer Detail (08.530.00)

Print Customer Aging

Aged Accounts Receivable (08.610) report

Run Process to Close Statement Cycle

Close Statement Cycle (08.590.00)

Print Customer Statements

Statements (08.600.00) report

Post Accounts Receivable Transactions

Post Transactions (01.520.00)
Print AR Reports
Account Distribution (08.630.00)
AR Transactions (08.640.00)
Document Register (08.660.00)
AR Edit (08.810.00)
Trail Balance (01.610.00)
Posted Transaction List (01.620.00)
Unposted Transaction List (01.680.00)

Print Monthly Reports

Customer Trail Balance (08.620.00) report
Sales by Customer (08.740.00) report
Sales by Salesperson (08.750.00) report

Close Accounts Receivable Module

Closing (01.560.00)

Figure 26: Accounts Receivable Transaction Flow

 Processing Accounts Receivable Transactions 61

Processing Foreign-Denominated Transactions

If you are using the Solomon Currency Manager module, you can enter transactions for
an unlimited number of currencies. All monetary amounts are entered or viewed as the
foreign currency and are translated automatically to the designated base or domestic
currency. Transaction amounts and account balances are stored in both the currency
used for data entry and the base or domestic currency equivalent. A document entered
in a foreign currency can be paid in any currency, not just the one entered. The
Currency Manager module automatically generates realized gain and loss transactions
when documents entered in a foreign currency are paid. You can calculate and report
unrealized gains and losses on open documents as often as you desire, using the
Unrealized Gains/Losses (24.630.00) report. See the Currency Manager online help or
user guide for more information.

Processing Taxes
If Allow Sales Tax Entry is selected on Other Options tab of AR Setup (08.950.00), you
can use Solomon’s extensive tax entry capabilities. These capabilities include:
• Automatic entry of tax IDs into accounts receivable document transaction detail
lines from tax IDs established previously for the customer or the customer’s
shipping address.
• Automatic calculation of document taxable and tax amounts, based on the tax
information associated with the tax IDs.
• Overrides of the default tax IDs and automatic calculation of the tax and taxable
amounts of these overrides, where appropriate.
Before you can use Solomon’s tax capabilities, you must:
• Define all taxes, tax categories, and tax groups in the Shared Information module.
• Assigning default tax IDs to customers and/or customer shipping addresses using
Customer Maintenance Tax Defaults (08.260.02) or Shipping Address
Maintenance (08.262.00).
If you deselect Allow Tax Entry on the Other Options tab of AR Setup (08.950.00), after
using Solomon’s tax capabilities to generate taxes on documents, the tax capabilities
will not be available for future documents but Solomon will maintain the tax
information of any existing documents. This includes updating tax history and creating
general ledger transactions.
62 Accounts Receivable

Operating Efficiently (Hints and Tips)

The Accounts Receivable module has the functionality that helps you process customer
invoices, memos, and payments, and maintain accounts receivable information.
Assign Job Descriptions
It is helpful to define job descriptions for all employees using the Accounts Receivable
module. The purpose of job descriptions is to ensure clear audit trails and internal
controls.
Use Password Protection
Division of responsibilities for accounts receivable functions is enhanced by password
protection of accounts receivable screens and reports. Access to certain Accounts
Receivable module screens should be limited to only the accounting supervisor. These
screens may include Invoice and Memo (08.010.00), Sales Entry (10.020.00), and
Adjustments Entry (10.030.00). If you are also using the Order Management module,
you should limit access to these screens because the types of transactions created in
them should ideally occur in the Order Management module.
Organize and File Reports
As you begin using the Accounts Receivable module, it is important to create a plan for
organizing and filing your accounts receivable reports. The following suggestions may
be helpful:
• Use a consistent paper size for all similar reports.
• Purchase color-coded binders to use for each Solomon module. Label these
binders for easy, quick recognition by all office staff. Monthly division tabs can be
helpful.
• Maintain binders for each year. Do not combine several years in one binder. Store
all binders for each year in a designated location to expedite audits.
• File batch control reports for each module, beginning with the first batch, in
separate binders. At the end of each month, file the AR Batch Register (08.800.00)
on top of the accumulated month’s batch control reports.
• Create one binder for maintenance reports that only need to be generated and
replaced periodically: Customers (08.650.00) report, Recurring Invoices
(08.670.00) report, Shared Information’s Terms (21.640.00) report, etc.
• Keep only one final monthly copy of all period-to-date reports: AR Transactions
(08.640.00), Customer Trial Balance (08.620.00), and Document Register
(08.660.00). File these reports either in separate binders with monthly tab dividers
or grouped together by month with report title tab separators.
 Processing Accounts Receivable Transactions 63

• Generate the AR Edit (08.810.00) report only as needed to use for editing or to
recreate a lost or destroyed batch control report.
• Before deleting accounts receivable detail, make sure you have copies of all
transaction records to be deleted in your accounts receivable binders. Generate the
Document History (08.770.00) report to report any missing transaction records.
Develop a Procedure Manual
The Accounts Receivable online help or user guide contains procedures for various
accounts receivable processes. Use these as a basis for creating a company account
receivable procedure manual. Include in this manual all job descriptions, who is
responsible for each task, and when each task should be completed, as well as any
unique accounts receivable functions within your company’s accounting department.
64 Accounts Receivable

Establishing Accounts Receivable History

Before you can begin using the Accounts Receivable module, you must enter the
records of currently open accounts receivable documents. You can enter the records
manually on Invoice and Memo (08.010.00) or use a data import tool to transfer the
records from an existing software application.
The process you follow differs based on whether you are setting up the Accounts
Receivable module using a new Solomon database or one you have already set up in
the General Ledger module. The net effect is to record the information of all open
accounts receivable documents in the Solomon database without affecting current
general ledger account balances.
> To establish accounts receivable history in a new Solomon database:
1. Enter open accounts receivable documents on Invoice and Memo (08.010.00).
2. Release the batch for posting on Release AR Batches (08.400.00). The next time
you complete the posting process, all accounts receivable account balances should
be correct.
> To establish accounts receivable history in an existing Solomon database:
1. Enter open accounts receivable documents on Invoice and Memo (08.010.00).
2. Release the batch for posting on Release AR Batches (08.400.00).
3. Choose Options | Initialize to activate Solomon’s Initialize mode. See the System
Manager online help or user guide for more information on the Initialize mode.
4. Delete the batch on Journal Transactions (01.010.00) in the General Ledger
module.
5. Complete the Solomon posting process using Post Transactions (01.520.00) in the
General Ledger module.
6. Choose Options | Initialize to deactivate Initialize mode.
 Processing Accounts Receivable Transactions 65

Entering Invoices or Memos

If you are not using the Order Management, Flexible Billings, or Field Service
Management modules to produce your company’s invoices and memos, enter invoices
and debit and credit memos on Invoice and Memo (08.010.00). Invoices and debit
memos increase a customer’s balance. Credit memos decrease a customer’s balance.
> To enter an invoice, or debit or credit memo:
1. Choose Module | Accounts Receivable | Screens | Invoice and Memo. Invoice and
Memo (08.010.00) displays.

Figure 27: Invoice and Memo (08.010.00)

2. Do one of the following:

• Type a batch number in Number to add the invoice to an existing batch. Click
New on the toolbar to insert a new invoice in the current batch.
• Leave Number blank to create a new batch.
3. Type the period in which you want to post the document in Period to Post. Default
is the current period for a new batch.

Note: If accounts receivable is in a different fiscal period from Project Controller,

then accounts receivable transactions cannot be posted to Project Controller
because postings are not allowed to closed periods. For postings to occur, the
correct fiscal period must be reopened in Project Controller first.
66 Accounts Receivable

4. Select the type of batch handling from the Handling drop-down list.
5. Type the total amount of all documents in the batch in Control.

Note: If you include both debit and credit memos in a batch, use a gross amount,
not a net amount, as the batch control amount. For example, a batch with a $100
debit memo and a $100 credit memo has a batch control total of $200, not $0.

6. Select the document type from the Type drop-down list — Invoice, Credit Memo,
Debit Memo, or Cash Sale.

Note: Invoices and debit memos are treated in the same manner by the application.
They increase the customer balance. A credit memo is treated similar to a
payment, in that it can be applied later to an invoice to reduce the customer
balance. A cash sale can be viewed as an invoice and full payment within the same
document. Solomon does not record adjustment information for cash sale
documents.

Note: Accrual Document and Reverse Accrual document types created by Sales
Journal (40.690.00) and Small Balance and Small Credit document types created
by Small Balance/Credit Write Off (08.450.00) can be viewed but not entered in
this screen.

7. Type the invoice or memo number in Invoice/Memo Nbr.

Note: If Auto Reference Numbering is selected on the Other Options tab of AR Setup
(08.950.00), Solomon automatically inserts a reference number for each invoice or
memo. If you must type an invoice or memo reference number, generate the
Document Register (08.660.00) report for a list of reference numbers already
assigned to existing invoices or memos. You cannot enter duplicate reference
numbers.

8. Type the identification code of the customer in Customer ID.

9. Type the date of the invoice or memo’s creation in Date. The default is Business
Date.
10. Type the total amount of the invoice or memo in Amount. An invoice or memo
cannot have a negative amount; however, Accrual document and Reverse Accrual
document types can have a negative amount.
11. Type an explanation of the invoice or memo in Description.
12. Type the identification code of the customer payment terms in Terms. Defaults to
the terms ID set for the customer on Customer Maintenance (08.260.00).

Note: If you do not type a terms ID, you have to type the discount date, due date
and discount amount.
 Processing Accounts Receivable Transactions 67

13. Type the identification code of the project associated with the invoice or memo in
Project, if available.
14. Type the identification code for the company involved with each transaction in
Company ID. It will default to the company specified on the Account Override tab.
15. Type the account in Account to credit for the amount of each transaction. Defaults
to the account set up for the customer on Customer Maintenance (08.260.00).
16. Type the identification code in Project ID of the project associated with the
transaction. The project must be set up on Project Maintenance (06.250.00) in the
Project Controller module. Project ID is available only if the Project Controller
module is installed, a project ID has been specified in the document header, and
the account number is associated with an account category on Chart of Accounts
Maintenance (01.260.00) in the General Ledger module.
17. Type the identification code in Task ID of the task associated with the project
specified in Project ID. Task ID is available only if the Project Controller module is
installed, a project ID has been specified, and the account number is associated
with an account category on Chart of Accounts Maintenance (01.260.00) in the
General Ledger module.
18. Type the sales subaccount in Sub to credit for the amount of the transaction.
Defaults to the subaccount set up for the customer on Customer Maintenance
(08.260.00) or based on the project ID or task ID entered.
19. Type the total number of items involved in each transaction in Quantity.

Note: You must enter a unit quantity if the transaction’s account number is
associated with an account category and Units Required is selected on Chart of
Accounts Maintenance (01.260.00) in the General Ledger module.

20. Type an explanation of the quantity, such as each or dozen, in Unit Desc.
21. Type the per-unit selling price of the item involved in the transaction in Unit Price.
22. Type the total amount of each transaction in Amount. As a default, it will multiply
Quantity by the Unit Price.
23. Type an explanation of each transaction in Descr.
24. Type the identification code of any external document, such as a customer
purchase order, in Ext Ref Nbr.
25. Type an optional tax category in Tax Category. The tax category determines the
taxability of the item. Tax Category is available only if Allow Tax Entry is selected
on the Other Options tab of AR Setup (08.950.00). See the Shared Information
online help or user guide for how to use tax categories.
26. Type a tax ID to override the default tax ID in Tax ID. If you see an asterisk (*),
click Tax to view the multiple tax IDs. Tax ID is available only if Allow Tax Entry is
selected on Other Options tab of AR Setup (08.950.00).
68 Accounts Receivable

27. Check the value in Total in the Invoice/Memo tab against the value in Amount in the
Document area. If the values are not equal, change the value in Amount in the
Document area.
28. Check the value in Control against the value in Total in the Batch area. If the values
are not equal, change the value in Control.
29. Click Save on the toolbar. Solomon assigns a batch number to the invoice.

Note: If the Quick Print is clicked before the document is released, the client is asked to
release the document first. If any information on the screen has not been saved, the
client is asked to save the screen first. Invoices and memos print as Invoice/Memo
(08.760.00) reports.
 Processing Accounts Receivable Transactions 69

Setting Up Recurring Invoices

Recurring invoices are invoices issued at regular intervals for the same amount each
time. Typical uses include standing orders and monthly service contracts. Recurring
invoices helps save time when preparing invoices for customers who purchase the
same items or services at regular intervals.
Using the recurring invoice function involves setting up the information of recurring
invoices on Recurring Invoices (08.270.00), and then generating regular invoices from
the recurring invoices using Generate Recurring Invoices (08.500.00). The process of
generating recurring invoices, creates new open invoices and then posts the invoices to
the appropriate customer records.
Each recurring invoice has a cycle and a number of cycles. The cycle defines the length
of time, in months, between generations of regular invoices from the recurring invoice.
The number of cycles defines how many times a regular invoice should be generated
from the recurring invoice.

Example: A recurring invoice for a one-year contract has 12 monthly payments. The
cycle is 1 and the number of cycles is 12. After the 12th invoice is generated, Solomon
deletes the recurring invoice.

A month is the smallest generation interval possible. If you regularly issue an identical
invoice to a customer more than once a month, such as a note requiring 24 payments
due on the first and fifteenth of each month, set up two recurring invoices, each with a
different generation date.
You can create a short-term asset each time you generate a recurring invoice. To do
this, move the invoice amount from long-term to short-term by entering the appropriate
general ledger accounts in the recurring voucher’s transaction detail lines. You can
change or delete a recurring invoice at any time.
70 Accounts Receivable

> To set up a recurring invoice:

1. Choose Module | Accounts Receivable | Screens | Recurring Invoice. The
Invoice/Memo tab of Recurring Invoice (08.270.00) displays.

Figure 28: Recurring Invoice (08.270.00)

2. Enter the invoice/memo number in Invoice/Memo Nbr.

3. Type the identification number in Customer ID of the customer associated the
recurring invoice.
4. Type the date in Next Doc Date when Solomon should next generate a regular
invoice from the recurring invoice. For a new recurring invoice, the default is
either the current date or the 28th day of the month, whichever comes first. After
the first regular invoice is generated, Solomon automatically increments the next
document date to the date when the next regular invoice should be generated.

Note: Because Solomon automatically increments the next generation date, do not
change a recurring invoice’s next generation date once it is used to generate a
regular invoice. Doing so changes the payment schedule of all subsequent regular
invoices generated from the recurring invoice.
 Processing Accounts Receivable Transactions 71

5. Type the number of cycles in Number of Cycles, which is the number of times
Solomon should generate a regular invoice from the recurring invoice. For
example, 04 means Solomon should generate a regular invoice four times. Each
time you generate the regular invoice, Solomon reduces the value displayed by
one. The maximum number of cycles allowed is 999.
6. Type the cycle number in Cycle, which is the number of months between
generations of regular invoices from the recurring invoice. For example, 01 means
Solomon generates the regular invoice every month and 03 means Solomon
generates it every quarter. The maximum cycle allowed is 999.
7. Type the total of the next regular invoice created from the recurring invoice in
Amount.
8. Type a description of the recurring invoice in Description.
9. Type the identification code of the sales terms to use in determining the discount
and due dates, and discount amount of regular invoices generated from the
recurring invoice in Terms ID. Default is the terms ID set on Customer
Maintenance (08.260.00). A terms ID is required.
10. Type the identification code of the project associated with the invoice or memo in
Project ID, if available.
11. Type the identification code for the company involved with each transaction in
Company ID.
12. Type an account number in Account, if different that the default, to debit for the
amount of each transaction. A default account is set up for each customer on
Customer Maintenance (08.260.00).
13. Type the identification code in Project ID of the project associated with the
transaction. The project must be set up on Project Maintenance (06.250.00) in the
Project Controller module. Project ID is available only if the Project Controller
module is installed, a project ID has been specified in the document header, and
the account number is associated with an account category on Chart of Accounts
Maintenance (01.260.00) in the General Ledger module.
14. Type the identification code in Task ID of the task associated with the project
specified in Project ID. Task ID is available only if the Project Controller module is
installed, a project ID has been specified, and the account number is associated
with an account category on Chart of Accounts Maintenance (01.260.00) in the
General Ledger module.
15. Type a subaccount number in Sub, if different than the default, to charge for the
amount of each transaction. A default subaccount is set up for each customer on
Customer Maintenance (08.260.00) or based on the project ID or task ID entered.
16. Type the total number of items involved in each transaction in Quantity.

Note: You must enter a unit quantity if the transaction’s account number is
associated with an account category and Units Required is selected on Chart of
Accounts Maintenance (01.260.00) in the General Ledger module.
72 Accounts Receivable

17. Type an explanation of the quantity for each transaction, such as each or dozen, in
Unit Desc.
18. Type in the Unit Price.
19. Type the total amount of each transaction in Amount. The unit Quantity times the
Unit Price will default.
20. Type an optional tax category for each transaction in Tax Category. The tax
category determines the tax classification applied to the item. Tax Category is
available only if Allow Tax Entry is selected on Other Options tab of AR Setup
(08.950.00). See the Shared Information online help or user guide for how to use
tax categories.
21. Type a tax ID to override the default tax ID for each transaction in Tax ID. If you
see an asterisk (*), click Tax to view the multiple tax IDs. Tax ID is available only
if Allow Tax Entry is selected on Other Options tab of AR Setup (08.950.00).
22. Type an explanation of each transaction in Description.
23. Verify that the value in Total in the Invoice/Memo area against the value in
Amount in the Document area. If the values are not equal, change the value in
Amount.
24. Click Save on the toolbar.
 Processing Accounts Receivable Transactions 73

Confirming Invoices Generated Using Order Management

If you are using the Solomon Order Management module to produce your company’s
invoices and memos, the close integration between the Accounts Receivable and Order
Management modules permits all Order Management generated invoices, accrual
documents, and accrual reversals to be reviewed and confirmed using the Accounts
Receivable’s Invoice and Memo (08.010.00) window prior to their release for posting.
This ensures accuracy by enabling you to identify and resolve any invoice errors before
they find their way into the general ledger.

Note: Accounts receivable batches generated by Order Management are released

without this manual intervention if Release Batches Automatically is selected on the
Order Management Setup (40.950.00), Invoicing tab.

> To confirm invoices generated using the Order Management module:

1. Choose Module | Accounts Receivable | Screens | Invoice and Memo. Invoice and
Memo (08.010.00) displays.
2. Place the cursor at Number and press F3, or double-click the right mouse button to
open Batch List.

Figure 29: Batch List

74 Accounts Receivable

3. At Batch Nbr, select the number of the batch of Order Management-generated

invoices to review and confirm, and click OK. See the Order Management’s Sales
Journal (40.690.00) report for a list of the accounts receivable invoice batches
generated by Order Management.
The document details of the first invoice in the batch appear in Invoice and Memo
(08.010.00), ready for review.
4. Place the cursor at Invoice/Memo Nbr and click Next in the Solomon toolbar to view
the details of the next invoice in the batch. Repeat this step until all invoices have
been reviewed and any necessary corrections noted.

Note: You can correct non-financial invoice information such as account or

subaccount number prior to batch release using Invoice and Memo (08.010.00). To
correct invoice financial information, or non-financial information after batch
release, see step 6 of this task.

5. Select Release Now at Handling to release the batch for posting when you exit
Invoice and Memo (08.010.00).
You also can select Release Later to release the batch later using Release AR
Batches (08.400.00). After releasing the batch, continue with step 6 only if errors
were identified on invoices in the batch.
6. Complete the corrective action:
• If the invoices require financial corrections, use the Order Management
module to issue adjusting memos. See the Order Management online help or
user guide for more information. Then, use Invoice and Memo (08.010.00) to
review, confirm, and release the memos. See “Confirming and Applying
Order Management Adjusting Memos” on page 133.
• If invoices require non-financial corrections, use Document Maintenance
(08.250.00) to make these corrections.
 Processing Accounts Receivable Transactions 75

Overriding Taxes for the Transaction

Solomon calculates taxes based on a tax ID. Depending on the options selected for the
customer in Tax Defaults on the Default tab in Customer Maintenance (08.260.00) and
the Other Options tab in AR Setup (08.950.00), Solomon obtains tax IDs from either the
customer’s record, the customer’s shipping address record, or the previous document
transaction detail line. If a tax category is specified, the default tax IDs may be limited
based on whether the tax category is taxable for the particular default tax ID. A tax ID
will not appear as a default if the tax category specified is exempt from taxation. Tax
IDs are set up on Tax Maintenance (21.280.00) and/or Tax Group Maintenance
(21.340.00) in the Shared Information module. Tax categories are set up on Tax
Category Maintenance (21.310.00) in the Shared Information module.
You can override taxes on a transaction if Allow Tax Entry is selected on the Other
Options tab in AR Setup (08.950.00). Rules for overriding taxes are as follows:
• You cannot change the tax IDs of the current transaction detail line once the
document is released or is in a condition that prohibit changes to the taxes.
• You cannot override taxable and tax amounts associated with group tax IDs.
• You cannot override taxable and tax amounts in documents that do not use
overrides. For example, Solomon does not allow tax overrides in recurring
documents such as an invoice template because it always recalculates taxable and
tax amounts at invoice generation.
You can enter up to four different tax IDs or group tax IDs per document and apply up
to four tax IDs or group tax IDs per transaction detail line. If an asterisk appears in Tax
ID, there are multiple tax IDs for the transaction. If the transaction detail line is using
group tax IDs, one group tax ID often represents all of the default taxes applicable to
the line.
> To override a single tax ID for the transaction:
Change the value in Tax ID on Invoice and Memo (08.010.00), Document Maintenance
(08.250.00), Customer Maintenance (08.260.00), or Recurring Invoice (08.270.00).
76 Accounts Receivable

> To override multiple tax IDs for the transaction:

1. Click Tax on Invoice and Memo (08.010.00), Document Maintenance (08.250.00),
Customer Maintenance (08.260.00), or Recurring Invoice (08.270.00). Tax
displays showing the tax for the current detail line and the entire document.

Figure 30: Tax

2. Type the tax IDs or group tax ID in Tax ID that Solomon should use to calculate tax
for the taxable amount. The ID must be set up on Tax Maintenance (21.280.00)
and/or Tax Group Maintenance (21.340.00) in the Shared Information module.
3. Type the amount to be taxed in Taxable. The calculated tax displays in Tax.
4. Click OK.
 Processing Accounts Receivable Transactions 77

Generating Recurring Invoices

Recurring invoices are invoices issued at regular intervals for the same amount each
time. Typical uses include standardized product orders and monthly retainer fees.
Recurring invoices are set up on Recurring Invoice (08.270.00). See “Setting Up
Recurring Invoices” on page 69.
Once you create a recurring invoice, Solomon saves its information and processes a
regular invoice from the recurring invoice. Generating a regular invoice from a
recurring invoice causes Solomon to create a transaction that records the invoice in the
general ledger.
After you release a batch of invoices, Solomon generates a batch control report, listing
all invoices entered for the batch. This report is produced only if Automatic Batch
Reports is selected on GL Setup (01.950.00) in the General Ledger module.
> To generate recurring invoices:
1. Choose Modules | Accounts Receivable | Screens | Generate Recurring. Generate
Recurring Invoices (08.500.00) displays showing the current date and fiscal
period.

Figure 31: Generate Recurring Invoices (08.500.00)

2. Type the date in Generation Date when Solomon should next generate regular
invoices from recurring invoices. Solomon creates regular invoices from recurring
invoices with next document dates prior or equal to the generation date.

Note: For each regular invoice generated, Solomon automatically updates the value
in Next Doc Date on Recurring Invoice (08.270.00) to the next applicable month
based on the value in Cycle. If the value in Next Doc Date is still prior or equal to
78 Accounts Receivable

the generation date, Solomon processes the recurring invoice again. This updates
any recurring invoice records that fell behind because you did not generate
recurring invoices as often as you originally scheduled.

3. Type the fiscal period in Period to Post to which the regular invoices generated
from recurring invoices should be posted.

Note: Transactions associated with the Project Controller module update the
Project Controller’s current fiscal period if the period to post entered here is prior
to the current fiscal period in the Project Controller module. For example, if an
accounts receivable document is posted in fiscal period 06-1996 and the Project
Controller module is in period 07-1996, the transactions entered here update the
Project Controller’s 07-1996 information.

4. Select whether to release the regular invoices created from the recurring invoices
for posting now or later from the Handling drop-down list. If you choose to release
later, release the invoices on Release AR Batches (08.400.00).
5. Check the Display Invoices button to load the eligible recurring invoices into the
screen.
6. Select one of the following:
• Selected next to a to select an individual invoice to generate
• Select All to select all invoices to generate.
7. Click Begin Processing.
If Automatic Batch Reports is selected on GL Setup (01.950.00) in the General
Ledger module, a batch control report is automatically generated after releasing a
batch on Generate Recurring Invoices (08.500.00).
 Processing Accounts Receivable Transactions 79

Applying Payments
Solomon can apply payments to open invoices and debit memos automatically, or you
can apply payments manually to specific invoices and debit memos. You also can enter
payments as unapplied credits. Solomon displays the information of unapplied credits
on customer statements and retains this information for later application.
Entering a payment for an open document that pays the document in full causes
Solomon to update the document’s associated customer’s payment history. Solomon
uses this information to calculate the customer’s average days to pay. This history
update consists of:
• Adding the number of days from the document’s invoice date to when payment
was received.
• Increasing by one the customer’s number of paid documents for the current period.
You can apply payments in a different currency than the original currency used during
document entry, however all payments in a batch must be of the same currency. If the
document currency is different from the payment currency, Solomon issues a warning
message, but it does not prevent the payment application. Solomon converts the
document’s payment and discount amounts to the payment currency and displays the
ID of the original document currency at Original Currency in the document’s
transaction detail line.

Note: Payments for standard invoices generated using the Order Management module
are applied exactly like payments or invoices created using Invoice and Memo
(08.010.00). However, for counter sales orders (i.e., orders in which payment is
received at the time goods are transferred and the invoice created), the payment
application process is slightly different because the “application” is actually an after-
the-fact recognition by Accounts Receivable for a transaction that has been fully
completed in Order Management. See “Applying Payments for Counter Sales” on
page 85 for how to process counter sales payment applications.

> To apply payments:

1. Choose Module | Accounts Receivable | Screens | Payment Application. The
Payment/Memo tab of Payment Application (08.030.00) displays. The transactions
are listed in the sort order selected on the AR Setup (08.950.00), Customer Defaults
tab.

Note: If you select Auto Apply Payments for a customer in Customer Maintenance
(08.260.00), Solomon does not display open documents, which are documents to
be paid.
80 Accounts Receivable

Note: With Centralized Cash activated and logged into the central company, the
scope of Payment Application (08.030.00) changes. You have the option to select
and apply payments to any invoices for any company in that same database. When
a customer ID is entered, the grid will load with all outstanding open invoices for
that customer in the database. The company ID will indicate which company the
invoice originated from. When the payment is released, intercompany transactions
will be generated for invoices from other companies to reflect the payment
application. Discount amounts are posted to the company of the invoice if Post
Payment Discount into Company of Invoice is selected on the AR Setup (08.950.00),
Other Options tab. Otherwise, payment discounts are posted to the central
company.

Note: When logged into a subsidiary company, you will have the option to apply
payments to invoices from that company.

Figure 32: Payment/Memo tab of Payment Application (08.030.00)

2. Type the customer identification code in Customer ID.

3. Select the type of payment from the Type drop down list.
4. Type the identification code of the payment in Number.
5. Type the receipt date of the payment in Date.
 Processing Accounts Receivable Transactions 81

6. Click Save on the toolbar to create a new batch. A batch number is assigned when
you save the batch.
7. Type the period in which you want to apply the payment in Period to Post.
8. Type the date that the payment was deposited to the specified account in Deposit
Date. The default is the current business date.
9. Select the type of batch handling from the Handling drop-down list.
10. Leave the batch control total at zero if you are only applying previously entered
payments or memos. If you are creating new payments or memos, enter the total of
those documents.
11. View the amount of the payment or credit memo in Pmt/Memo Orig Amt.
12. You can now either apply payments manually or automatically. See “Applying
Payment Automatically” on page 83. You also can change the sort order of the
documents listed in the Detail area. See “Changing the Document Sort Order” on
page 87.

Apply Payments Manually

If during batch release, an invoice, debit memo or finance charge included in a batch
has already been paid or partially paid, Solomon adjusts the discount amount and the
application amount to keep the document balance from becoming a negative amount.
Solomon records any change in the document’s amount to apply in the event log.
1. Type the portion of the total payment amount to apply to the open document in
Amount to Apply.
2. Type the amount of the cash discount to apply to the document in Cash Disc.

Note: The cash discount plus the payment amount cannot be greater than the
document balance. Also, for any document, you cannot enter a cash discount
greater than the discount balance unless you first adjust the document’s discount
balance on Document Maintenance (08.250.00).

3. Check the sum of the values in Application Total and Unapplied Balance against the
value in Pmt/Memo Orig Amt.
4. Start a new batch or close Payment Application (08.030.00) to apply the payment.
82 Accounts Receivable

Writing Off Small Balances During Payment Application

If you have completed the following on the Customer Defaults tab in AR Setup
(08.950.00), you can optionally write off a portion of a document while you are
applying customer payments:
• Selected Allow Small Balance Write Off in Payment Applications.
• Defined the maximum small-balance write-off amount at Maximum Small Balance.
When writing off a small balance, you can distribute the write-off to more than one
write-off account and subaccount. Do this by entering multiple write-off transactions.
> To write off small balances during payment application:
1. Type the portion of the total payment amount to apply to the open document in
Amount to Apply.
If the document balance is less than or equal to the maximum small balance
amount defined in AR Setup (08.950.00), Balance Write Off becomes available.
2. Click Balance Write Off. Small Balance Write Off displays.

Figure 33: Small Balance Write Off (08.030.05)

3. At Detail Account and Subaccount, change the account and subaccount to use for
the write-off to, if necessary.
4. Type the amount to write off at Write Off Amount.

Note: The amount at Total Write Off Amount cannot exceed the document balance
of the payment document.

5. Click OK to exit Small Balance Write Off.

 Processing Accounts Receivable Transactions 83

Applying Payment Automatically

Solomon automatically applies the amount at to the selected customer’s oldest open
invoices, debit memos, and finance charges. Once Solomon completes this process,
you can change the resulting payment distribution at any time until you release the
payment’s associated batch. Solomon retains the information of any remaining
payment or credit memo balance as an unapplied credit balance.

Note: For each customer, the Auto Apply tab is not available if Auto Apply Payments is
selected on the Other Options tab of Customer Maintenance (08.260.00).

> To apply the payment or memo automatically:

1. Click the Auto Apply tab on Payment Application (08.030.00). The Auto Apply tab
of Payment Application (08.030.00) displays showing the unapplied balance of the
payment or credit memo as entered at Pmt/Memo Orig Amt.

Figure 34: Auto Apply tab of Payment Application (08.030.00)

2. Type the amount to apply, if necessary, in Total Amount to Apply. The new amount
must be less than or equal to the unapplied balance of the payment or credit memo
in Unapplied Balance on the Payment/Memo tab.
84 Accounts Receivable

3. Click the Apply Amount button to apply the payment to the outstanding documents
displayed.

Note: If Prompt as Payments are Entered is selected on the AR Setup (08.950.00),

Finance Charge Setup tab, Solomon prompts you for the correct action.

4. Do one of the following if prompted:

• Click Yes to apply the payment amount to the customer’s outstanding finance
charges, if any, before outstanding invoices and credit memos.
• Click No to apply the payment amount to the customer’s oldest outstanding
accounts receivable documents and finance charges, oldest first.
5. Start a new batch or close Payment Application (08.030.00) to apply the payment.

Note: If you select Auto Apply Payments for a customer in Customer Maintenance
(08.260.00), Solomon automatically applies all payments, credit memos, and discounts
to the customer’s oldest open invoice(s), debit memo(s), or finance charge(s). If you
select Apply Payments to Finance Charges First on the Finance Charge Setup tab of AR
Setup (08.950.00), Solomon automatically applies payments to finance charges first for
all customers.
 Processing Accounts Receivable Transactions 85

Applying Payments for Counter Sales

Counter sales orders are orders for which invoices are generated and payments are
received at the time the order items change hands. When the Solomon Order
Management module is used to create a counter sales order, the entire transaction is
completed in Order Management. However, the recognition of the transaction must
still be completed in the Accounts Receivable module. This involves confirming and
releasing the counter sales invoice and applying the counter sales invoice payment (i.e.,
acknowledging after-the-fact that the payment settles the invoice).
When you create a counter sales invoice and print the Sales Journal (40.690.00), Order
Management creates two accounts receivable batches: one for the invoice and one for
the payment. The batch number for the payment will be numbered one greater than the
invoice batch (i.e., if the invoice batch uses batch number 000022, the payment batch
will use batch number 000023).
> To apply a payment for an Order Management counter sales invoice:
1. Confirm the counter sales invoice. See “Confirming Invoices Generated Using
Order Management” on page 73.
2. Choose Module | Accounts Receivable | Screens | Payment Application. The
Payment/Memo tab of Payment Application (08.030.00) displays.
3. Place the cursor at Number and press F3, or double-click the right mouse button to
open Batch List.

Figure 35: Batch List

86 Accounts Receivable

4. At Batch Nbr, select the number of the Order Management-generated payment

batch to apply to the counter sales invoice, and click OK. See the Order
Management’s Sales Journal (40.690.00) report for a list of the counter sales
payment batches generated by Order Management.
The document details of the batch appear in Payment Application (08.030.00).
5. Select Release Now at Handling to release the batch for posting. Insert Level
displays.

Figure 36: Insert Level

6. Select Batch, and click OK.

You can now close Payment Application (08.030.00). To confirm the counter sales
payment application, use Customer Maintenance (08.260.00) to access the information
of the customer associated with the counter sales order. Then, access Customer Activity
(08.260.04) to review payment application details.
 Processing Accounts Receivable Transactions 87

Changing the Document Sort Order

The transactions on Payment Application (08.030.00) are listed in the sort order
selected on the AR Setup (08.950.00), Customer Defaults tab. You can choose to
override this default by selecting a different sort order.
> To change the sort order:
1. Click the Sort Order tab of Payment Application (08.030.00). The Sort Order tab of
Payment Application (08.030.00) displays.

Figure 37: Sort Order tab of Payment Application (08.030.00)

2. Select the order by which to sort the documents on Payment Application

(08.030.00). The documents redisplay in the selected sort order.
88 Accounts Receivable

Entering Payments
You can enter payments manually to specific invoices and debit memos. If you are
using the Solomon Project Controller module, you also can track customer payments
associated with specific Project Controller module projects. All payments are entered
as unapplied credits. Solomon displays these unapplied credits on customer statements
and retains their information for later payment application on Payment Application
(08.030.00).
To facilitate bank reconciliations with the general ledger, enter each payment deposit
as a separate batch. If the general ledger cash account used by the Accounts Receivable
module is to post in summary, the batch total that appears in the cash account will then
agree with the deposit on the bank statement. If you are using the Solomon Cash
Manager module, Solomon assumes that each payment deposit will be entered as a
separate batch when passing payment deposit information between the Cash Manager
and Accounts Receivable modules.
Entering a payment for an open document that pays the document in full causes
Solomon to update the document’s associated customer’s payment history. Solomon
uses this information to calculate the customer’s average days to pay. This history
update consists of:
• Adding the number of days from the document’s invoice date to when payment
was received.
• Increasing by one the customer’s number of paid documents for the current period.
If you are using the Solomon Currency Manager module, you can enter transactions for
an unlimited number of currencies. All payments in a batch of payments must be of the
same currency. See the Currency Manager online help or user guide for more
information.
 Processing Accounts Receivable Transactions 89

> To enter payments:

1. Choose Module | Accounts Receivable | Screens | Payment Entry. Payment Entry
(08.050.00) displays.

Note: You also can enter payments and apply them at the same time in Payment
Application (08.030.00).

Figure 38: Payment Entry (08.050.00)

2. Type the period in which you want to post the payment in Period to Post.
3. Select the type of batch handling from the Handling drop-down list.
4. Type the receipt date of the payment in Deposit Date.
5. Type the total amount of the transaction batch in Control.
6. Type the identification code of the payment in Number.
7. Select the type of payment from the Type drop down list.
8. Type the customer identification code in Customer ID.
9. Click New on the toolbar to create a new batch or type the number of an existing
batch in Number. A batch number is assigned when you save the batch.
10. Type the amount of the payment or credit memo in Payment Total.
90 Accounts Receivable

11. Type the cash account number or use the default number to debit for the amount of
the payment in Account.

Note: If Cash Manager is installed, all transactions in the batch must be posted to
the same account, because the batch total is used as the deposit amount in Cash
Manager.

12. Type the general ledger cash subaccount to debit for the amount of the payment in
Subaccount.

Note: If Cash Manager is installed, all transactions in the batch must be posted to
the same subaccount, because the batch total is used as the deposit amount in Cash
Manager.

13. Type a cash discount for the entire document, if necessary, in Discount. Solomon
automatically factors in this amount when applying the payment to the documents.

Note: Discount is available for entry only if you select Auto Apply Payments for the
customer on Customer Maintenance (08.260.00).

14. Type an explanation of each transaction associated with the payment in

Description.
15. Type the portion of the total payment amount to apply to the transaction in
Amount.
16. Type the identification code of any external document, such as the customer’s
purchase order, associated with the transaction in External Ref Nbr.
17. Check the value in Total against the value in Control. If the values are not equal,
you can adjust the incorrect amounts, give the batch an on hold status and save it
for future editing, or void the batch. The batch control amount and the batch total
must be equal before you can release the batch for posting.
18. Start a new batch or close Payment Entry (08.050.00) to release the payment.
• If Auto Apply Payments is selected on the Other Options tab of Customer
Maintenance (08.260.00), the batch’s payments, credit memos, and discounts
are automatically applied to the customer’s oldest invoices, debit memos,
and/or finance charges when you release the batch for posting.
• If Apply Payments to Finance Charges First is selected on the Finance Charge
tab of AR Setup (08.950.00), Solomon automatically applies customer
payments to finance charges first before it applies the payments to open
invoices and memos.
 Processing Accounts Receivable Transactions 91

Auto-Applying Payments to Multiple Customers

You can apply accounts receivable payments or credit memos to multiple customers at
a time based on statement cycles, rather than auto-applying them to individual
customers during batch release. Applying payments using this method saves processing
time by enabling you to apply the payments of multiple customers simultaneously. You
can apply the payments to customers associated with one, several, or all of your
statement cycles at the same time.
When a payment for an open document pays the document in full, Solomon updates
the associated customer’s payment history. Solomon uses the payment history
information to calculate each customer’s average days to pay. Solomon updates the
customer’s payment history by:
• Adding the number of days from the document’s invoice date to when payment
was received.
• Increasing by one the customer’s number of paid documents for the current period.
> To apply payments to customer cycles:
1. Choose Modules | Accounts Receivable | Screens | Auto Payment Application. Auto
Payment Application (08.510.00) displays.

Figure 39: Auto Payment Application (08.510.00)

2. Select Apply Credit Memos to apply credit memos to open customer invoices, debit
memos, and finance charges. Solomon applies credit memos before taking
discounts from accounts receivable documents.
3. Select Release Batch When Finished to automatically release the batch for posting
after the auto-apply process has completed.
92 Accounts Receivable

4. Do one of the following to select which statement cycles to use when applying
payments and credit memos to open customer documents:
• Click Selected next to each individual statement cycle.
• Click Select All to select all the statement cycles.
5. Click Begin Processing to start the auto payment application process.
6. If Prompt as Payments are Entered is selected on the Finance Charge tab of AR
Setup (08.950.00), Solomon prompts you for the correct action. Do one of the
following:
• Click Yes to apply each payment to its customer’s outstanding finance
charges, if any, before applying the payment to the customer’s outstanding
documents.
• Click No to apply each payment to its customer’s oldest outstanding
documents.
 Processing Accounts Receivable Transactions 93

Reversing Payments
If a payment is applied to the wrong invoice, you can reverse the payment application.
If a payment is entered for the wrong customer, you can reassign the payment to the
correct customer. If a deposit is returned because of insufficient funds, you can void
the check and (optionally) charge an insufficient funds fee. Unapplied payments also
may be reclassified or voided. Partially applied payments may be unapplied,
reclassified, or voided. Prepayments and payments have the same functionality.
> To reverse a payment:
1. Choose Module | Accounts Receivable | Screens | Application Inquiry/Reversal.
Application Inquiry/Reversal (08.240.00) displays.

Note: Centralized Cash indirectly affects this screen. When a payment is selected
for reversal that has inter-company transactions, a new general ledger batch is
created. This general ledger batch reverses all inter-company transactions related
to the application.

Note: Reclassified payments retain the reference number of the original payment if
that reference number is not already in use by a new customer. If the number is in
use, the next sequential number will be assigned. Reclassified payments create no
entries for Cash Manager.

Figure 40: Application Inquiry/Reversal (08.240.00)

94 Accounts Receivable

2. In the Document ID area, enter the Customer ID and Ref Nbr.

3. In the Process area, select one of the following:
• Reverse Selected Application to unapply the payment from an invoice. This
option will reverse the ARAdjust record having the same adjusting and
adjusted values as the original application. The amount will be stored as a
negative value.
• Reclassify Application to New Customer to unapply the payment from an
invoice and apply it to a different customer ID. Type the new customer ID in
New Customer ID.
• Void Selected Application (NSF Check) to void a payment if a check was
returned because of non-sufficient funds. If Automatically Generate NSF Check
Bank Charge is selected on the AR Setup (08.950.00), Customer Defaults tab,
the Charge NSF Fee checkbox will be activated. Checking the box will cause
the fee to be charged. Leaving the box blank will mean no fee will be charged.
A single ARAdjust record is always created for the full amount of the
payment. The type of reversing adjustment is indicated in AdjdDocType as
either NS (Non-sufficient Funds Charge) or RP (Reclassified Payment).
4. Do one of the following:
• Click Selected next to each individual payment application.
• Click Select All to select all the payment applications.
5. Click Begin Processing. Depending on the option selected, a negative adjustment
record is added and a new batch may or may not be added.
 Processing Accounts Receivable Transactions 95

Writing Off Small Balances and Credits

You can selectively write off small balances or credits on open documents. A small
balance is an invoice, debit memo, or finance charge with a small balance due from the
customer. A small credit document is a payment or prepayment with a small credit due
to the customer. The write-off process creates either a credit or a debit memo and
automatically applies it to the original document. You also can write off small balances
using Payment Application (08.030.00).
> To write off a small balance or credit:
1. Choose Module | Accounts Receivable | Screens | Small Balance/Credit Write-off.
Small Balance/Credit Write Off (08.450.00) displays.

Note: Small balance write-offs are separate documents and can be voided using
Application Inquiry/Reversal (08.240.00).

Figure 41: Small Balance/Credit Write Off (08.450.00)

2. Select either Small Balance or Small Credit from the Type list.
96 Accounts Receivable

3. Type the maximum balance a document can have for a write-off in

Write - Off Limit.
4. Type the company and customer ID, if necessary, to further narrow the list of
documents that display.
5. Click Find Documents. The list of documents that match the selection criteria
display.
6. Do one of the following:
• Click Selected for a document and then click Multiple Account Distribution to
distribute the write-off over more than one account. See “Distributing a Write-
off Among Several Accounts.”
• Click Selected for each individual document.
• Click Select All to select all the documents.
7. Click Begin Processing.
 Processing Accounts Receivable Transactions 97

Distributing a Write-off Among Several Accounts

You can distribute a write-off among several different accounts.
> To distribute a write-off among several accounts:
1. Check Selected for a document on Small Balance/Credit Write Off (08.450.00).
2. Click Multiple Account Distribution. Multiple Account Distribution (08.450.02)
displays.

Figure 42: Multiple Account Distribution (08.450.02)

3. Type the account and subaccount and the amount to write off.
4. Check the value in Total Write-Off Amt against the value in Doc Bal. If the values
are not equal, adjust the values in Write Off Amount.
5. Click OK to return to Small Balance/Credit Write Off (08.450.00).

Note: You may also write off small balances while using Payment Application
(08.030.00) to apply payments.
98 Accounts Receivable

Printing Accounts Receivable Batch Control Reports

You can print or reprint a batch control report for any unposted, posted, or completed
batch from the current period or any prior fiscal period for which Solomon is still
retaining transaction details.
If Automatic Batch Reports is selected on GL Setup (01.950.00) in the General Ledger
module, a batch control report is automatically generated after releasing a batch on
Invoice and Memo (08.010.00), Generate Recurring Invoices (08.500.00), Release AR
Batches (08.400.00), Payment Application (08.030.00), Apply Finance Charges
(08.520.00), Application Inquiry/Reversal (08.240.00), Small Balance/Credit Write Off
(08.450.00), and Payment Entry (08.050.00).

Note: If you want to print more than one batch to a file, select Concatenate on Print to
File to merge the reports to the file. The reports are appended in the file based on the
order they are selected here. If you do not select Concatenate, Solomon generates a
batch control report in the file for only the last batch you select. See the System
Manager online help or user guide for more information.

> To print an AR batch control report:

1. Choose Module | Accounts Receivable | Screens | Reprint AR Batch Control Reports.
Reprint AR Batch Control Reports (08.410.00) displays showing all batches.

Figure 43: Reprint AR Batch Control Reports (08.410.00)

2. In the Select by Batch area, choose a Batch Range or All batches.

 Processing Accounts Receivable Transactions 99

3. Change the display of batches, if necessary by selecting one of the following:

• Selected and entering a range of batches to display
• Specific or All, then clicking Display/Refresh.
4. Do one of the following:
• Click Selected to select an individual batch for release.
• Click Select All to select all batch numbers for release.
5. Click Begin Processing to reprint the AR batch control reports.
100 Accounts Receivable

Releasing Accounts Receivable Batches

You must release a batch before posting it to the general ledger. A batch must have a
Balanced status before it can be released. If you enter a batch of invoices or memos to
print and send to customers, it is good practice to place the batch on hold and review
all batch details using the AR Edit (08.810.00) report before releasing the batch and
printing the invoices or memos. After you release a batch, Solomon generates a batch
control report, listing all documents entered. This report is produced only if Automatic
Batch Reports is selected on GL Setup (01.950.00).

Note: The batch control report lists only payments entered, not payments applied, since
these do not produce general ledger transactions. Generate the Payment Applications
(08.820.00) report to review payments applications.

> To release Accounts Receivable batches:

1. Choose Modules | Accounts Receivable | Screens | Release AR Batches. Release AR
Batches (08.400.00) displays the batches for the current company.

Figure 44: Release AR Batches (08.400.00)

2. Do one of the following:

• Click Selected to select an individual batch for release.
• Click Select All to select all batch numbers for release.
 Processing Accounts Receivable Transactions 101

3. Click Begin Processing to start the release accounts receivable batches process.
• If Automatic Batch Reports is selected on GL Setup (01.950.00) in the General
Ledger module, a batch control report of all batches released is generated.
• If Transfer AR Payments/Req Default Task is selected on Foundation Setup
(06.950.00) in the Project Controller module, Solomon updates payment
application records for project-related invoices.
102 Accounts Receivable

Calculating Customer Finance Charges

Solomon calculates finance charges based on the rate entered on the AR Setup
(08.950.00), Finance Charge Setup tab. Solomon only applies finance charges to the
customers in the statement cycle(s) you specify. If you maintain finance charges on
past-due balances, make sure you complete this process for each of your customer
statement cycles. It is common practice to complete this process prior to printing
customer statements. Applying finance charges based on statement cycles, rather than
by individual customer saves processing time by applying finance charges to multiple
customers simultaneously. You can apply finance charges to customers associated with
one, several, or all of your statement cycles at the same time.
> To calculate customer finance charges:
1. Choose Module | Accounts Receivable | Screens | Apply Finance Charges. Apply
Finance Charges (08.520.00) displays listing the customer statement cycles.

Figure 45: Apply Finance Charges (08.520.00)

2. Type the date as the starting point for calculating finance charges. The default is
the current date. Solomon calculates and applies appropriate finance charges to all
open customer documents with due dates coming before the finance charge date.
3. Do one of the following to select which statement cycles to use when calculating
finance charges:
• Click Selected for each individual statement cycle.
• Click Select All to select all the statement cycles.
4. Click Begin Processing to start the apply finance charges process.

Note: If Auto Batch Control Reports is selected on GL Setup (01.950.00) in the General
Ledger module, Solomon generates a batch control report, listing all finance charges
applied.
 Processing Accounts Receivable Transactions 103

Aging Customer Balances

Solomon recalculates the aging information of customer balances according to the due
dates on open customer documents, such as invoices, debit memos, and finance
charges. Complete this process before printing customer statements to ensure the
accuracy of aging balances on the statements.
Solomon ages customer documents based on statement cycles, rather than by
individual customer. This saves processing time by enabling you to age the details of
multiple customers simultaneously. You can age the customer details of one, several,
or all of your statement cycles at the same time.

Note: You can age customer balances at the same time that you close statement cycles.
See “Closing Statement Cycles” on page 104.

> To age customer balances:

1. Choose Module | Accounts Receivable | Screens | Age Customer Detail. Age
Customer Detail (08.530.00) displays showing today’s date as the aging date.

Figure 46: Age Customer Detail (08.530.00)

2. Select Include Future Documents to include the future-period documents of the

selected statement cycles in the current statement cycle closing.
3. Do one of the following to select which statement cycles to use when recalculating
aging information:
• Click Selected for each individual statement cycle.
• Click Select All to select all the statement cycles.
4. Click Begin Processing.
104 Accounts Receivable

Closing Statement Cycles

Close customer statement cycles in preparation for printing customer statements.
Closing a statement cycle indicates that the customer and document records in that
cycle are current and complete as of the closing date. Closing records the balance of all
open accounts receivable documents as of the statement cycle closing date and
determines the beginning balances for balance-forward statements.
Once you close a statement cycle, you can print up-to-date statements for all customers
in the statement cycle using the Statements (08.600.00) report. You can reprint these
same statements as often as is necessary until the next closing of that statement cycle.
> To close statement cycles:
1. Choose Modules | Accounts Receivable | Screens | Close Statement Cycle. Close
Statement Cycle (08.590.00) displays.

Figure 47: Close Statement Cycle (08.590.00)

2. Select Age A/R before closing to recalculate document aging information before
closing the selected statement cycles.
3. Select Include Future Documents to include the future-period documents of the
selected statement cycles in the current statement cycle closing.
4. Do one of the following to select which statement cycles to close:
• Click Selected for each individual statement cycle.
• Click Select All to select all the statement cycles.
5. Click Begin Processing to start the statement cycle closing process.
 Processing Accounts Receivable Transactions 105

Printing Customer Statements

Once you have entered all necessary accounts receivable invoices, memos, and cash
payments, you are ready to print customer statements. Solomon will print a statement
for a customer only if Print Statement is selected for the customer on the Other Options
tab of Customer Maintenance (08.260.00). Solomon groups customers and prints
customer statements by statement cycles
> To print customer statements:
1. If your company uses more than one statement cycle, determine the customer
statement cycle(s) for which you want to print statements.
2. Generate and review the following reports for the statement cycle:
• Document Register (08.660.00) report to make sure all invoices, memos, and
cash payments were entered.
• AR Edit (08.810.00) report to make sure all appropriate accounts receivable
batches were posted.
• Customer Trial Balance (08.620.00) report to make sure all cash payments
and credit memos were applied to customer invoices and debit memos. Check
for customer accounts that have invoice or debit memos and open payments or
credit memos.
• If payments or credit memos are incorrectly applied, use Application
Inquiry/Reversal (08.240.00) to reverse the application. If there are any
unapplied payments or credit memos, use either Apply Payments (08.030.00)
or Auto Payments Application (08.510.00) to apply the unapplied documents.
3. Apply finance charges to all customers subject to finance charges who have past-
due balances in the statement cycle. See “Calculating Customer Finance Charges”
on page 102.
4. If Solomon did not automatically generate a batch control report after applying
finance charges, generate the AR Transactions (08.640.00) report to verify the
accuracy of all finance charges applied to customer balances.
5. Age the accounts receivable information of all customers in the statement cycle.
See “Aging Customer Balances” on page 103.
6. Close the statement cycle to prepare for printing statements. See “Closing
Statement Cycles” on page 104.
7. Print the statement cycle’s customer statements using the Statements (08.600.00)
report. You can reprint the current statements as necessary until the next statement
cycle closing.
106 Accounts Receivable

Closing Accounts Receivable

Close accounts receivable to facilitate balancing accounts receivable accounts to the
general ledger accounts. Closing also performs housekeeping functions that include:
• Deleting unnecessary detail.
• Increasing the period number in to the next fiscal period.
See the General Ledger online help or user guide for more information on closing
accounts receivable.
> To close Accounts Receivable:
1. Review open accounts receivable accounts to ensure that all invoices, memos, and
payments were entered. Generate the AR Batch Register-Summary (08.800.00)
report to check for open accounts receivable batches. If there are open batches, run
the AR Edit (08.810.00) report to review them.
2. Complete and release any open accounts receivable document batches found on
the AR Edit (08.810.00) report. See “Entering Invoices or Memos” on page 65 and
“Releasing Accounts Receivable Batches” on page 100.
3. Generate the following reports to prepare for balancing accounts receivable to the
general ledger:
• Customer Trial Balance (08.620.00)
• Account Distribution (08.630.00)
• Sales by Customer (08.740.00)
• Sales by Commission (08.750.00)
• Trial Balance (01.610.00) in the General Ledger module
4. Post all accounts receivable transactions, using Post Transactions (01.520.00) in
the General Ledger module.
5. Compare the account totals of the Customer Trial Balance (08.620.00) or the
Account Distribution (08.630.00) report to the amount shown for the
corresponding accounts receivable accounts on the trial balance.
• If the totals match, you are ready to close accounts receivable for the period.
• If the totals do not match, generate the Posted Transactions (01.620.00) report
in the General Ledger module and review the accounts receivable accounts
and subaccounts listed to see if any transactions were entered as journal
entries through the General Ledger module instead of through the Accounts
Receivable module. Next, review the Unposted Transactions (01.680.00)
report in the General Ledger module to see if any transactions from the
Accounts Receivable module were entered to future general ledger periods.
6. Generate other necessary accounts receivable reports such as Aged AR (08.610.00),
Sales Analysis by Class (08.720.00), and Payment Applications (08.820.00).
 Processing Accounts Receivable Transactions 107

7. If you are using the Currency Manager module, generate the Unrealized
Gains/Losses (24.630.00) report.
8. Log out of Solomon and back up the database.
9. Log on to Solomon and close the Accounts Receivable module using Closing
Process (01.560.00) in the General Ledger module.
108 Accounts Receivable
 Reviewing Accounts Receivable Information 109

Reviewing Accounts Receivable Information

Overview
The Reviewing Accounts Receivable Information section provides information and
procedures for looking up information online and printing reports. These basic tasks
include:
• Reviewing Accounts Receivable Documents
• Looking Up Customer Information
• Looking Up Customer Shipping Addresses
• Reviewing Customer History
• Reviewing Customer Account Activity
• Looking Up Customer Account Balances
• Finding a Customer
• Looking Up a Customer’s Open Orders
• Looking Up Customer Payments
• Looking Up Salesperson Information
• Reviewing Salesperson History
• Printing Reports
110 Accounts Receivable

Reviewing Accounts Receivable Documents

You can review any accounts receivable document maintained by Solomon, including
those from prior fiscal periods that are paid in full.
> To review an accounts receivable document:
1. Choose Module | Accounts Receivable | Screens | Document Maintenance.
Document Maintenance (08.250.00) displays.

Figure 48: Document Maintenance (08.250.00)

 Reviewing Accounts Receivable Information 111

2. Type the document’s reference number in Ref Nbr. The document information
displays.
• To review the customer’s account, click the Customer Inquiry button next
to Customer ID. You will be able, through a series of drill-down screens, to
look at customer details, history, and other documents.
• If the document is a multiple installment document, you may review the term
details of the document by clicking the Terms Details button .
• To review the tax details of the document, click Tax. Tax displays.

Note: Tax entries generated by the Order Entry and Flexible Billings modules
are created as separate line items in the Detail area.

Note: Tax is available only if Allow Tax Entry is selected on the Other Options tab
on AR Setup (08.950.00).

3. By clicking on the AR Account tab, you can review the company ID and accounts
receivable account and subaccount numbers.
112 Accounts Receivable

Looking Up Customer Information

Looking up a customer’s information consists of accessing Customer Maintenance
(08.260.00) to review their current account status, history, account activity, address,
and default settings information.
1. Choose Modules | Accounts Receivable | Screens | Customer. Customer
Maintenance (08.260.00) displays.

Figure 49: Customer Maintenance (08.260.00)

2. Type the customer’s identification code in Customer ID. The information for the
customer displays.
 Reviewing Accounts Receivable Information 113

> To review the customer’s current account status:

Click the Customer Information tab to display the customer’s current account status.
> To review the customer’s history:
Click History. Customer History (08.261.00) displays showing the customer’s account
history.
> To review the customer’s account activity:
Click Activity. The Customer Activity subform of Customer Maintenance (08.260.00)
displays showing the customer’s current account activity.
> To review the customer’s shipping address:
Click Shipping Addresses. Shipping Address Maintenance (08.262.00) displays
showing the customer’s shipping addresses.
> To review the customer’s main and remittance address:
Click the Address tab to display the customer’s address information.
> To review the customer’s default settings:
Click the Defaults tab to display the customer’s default tax, currency, and general
ledger account information.
> To review miscellaneous customer default information:
Click the Other Options tab to display the customer’s statement, credit card,
salesperson, and sales territories.
> To review customer Order Management information:
Click the Order Management tab to display the customer’s Order Management default
IDs, processing options, and the consolidated invoicing option. It also allows access to
default salespeople information territories.
> To review customer Order Management general ledger accounts information:
Click the OM GL Accounts tab to display the Order Management general ledger account
and subaccount information.
114 Accounts Receivable

Looking Up Customer Shipping Addresses

A customer can have more than one ship-to address.
> To look up a customer’s shipping address:
1. Choose Modules | Accounts Receivable | Screens | Shipping Address or click
Shipping on Customer Maintenance (08.260.00). Shipping Address (08.262.00)
displays.

Figure 50: Shipping Address (08.262.00)

2. Type the customer identification code in Customer. The customer’s shipping

addresses display.
3. Review the customer’s shipping address information.
 Reviewing Accounts Receivable Information 115

Reviewing Customer History

A customer’s history consists of a period-by-period breakdown of total net sales, cost-
of-goods sales, debit memos, credit memos, finance charges, discounts, and receipts in
a specified company for a specified fiscal period.
Print customer history using the Customer History (08.651.00) report.
> To review customer history:
1. Choose Modules | Accounts Receivable | Screens | Customer History or click
History on Customer Maintenance (08.260.00) Customer History (08.261.00)
displays.

Figure 51: Customer History (08.261.00)

2. Type the customer’s identification code in Customer ID. The history for the
customer in all companies for the current fiscal year displays.
116 Accounts Receivable

> To review history for a customer in a single company:

Type the company identification code in Company ID. The history for the customer in
the specified company for the specified fiscal year displays.
> To review history in a fiscal year other than the current fiscal year:
Type the fiscal year for which you want to review history in Fiscal Year. The history
for the customer for the specified fiscal year displays.
> To review the customer activity in more detail:
Click the Customer Inquiry button . Customer Inquiry (08.200.00) appears.
> To view a customer’s history for all companies, regardless of the value in
Company ID:
Click All. The history for the customer in all companies for the specified fiscal year
displays.
 Reviewing Accounts Receivable Information 117

Reviewing Customer Account Activity

A customer’s account activity consists of period- and year-to-date accounts receivable
document balances.
> To review a customer’s account activity:
Click the Activity button on Customer Maintenance (08.260.00). Customer Activity
(08.260.04) displays showing the customer’s current documents. The display of
documents is based on the customer view default set on the AR Setup (08.950.00),
Customer Defaults tab.

Figure 52: Customer Activity (08.260.04)

> To view transactions based on a specific company:

1. Select Specific in the Select Company area.
2. Enter a Company ID.
3. Click Refresh View. The current company will default.
> To review transactions for all companies:
1. Select All in the Select Company area.
2. Click Refresh View.
118 Accounts Receivable

> To change the list of documents that display:

1. Select one of the following:
• Current Plus Open to view the customer’s paid and open documents from the
current period plus all other open documents from other fiscal periods.
• Open Documents Only to view only the customer’s open documents.
• All Documents to view all of the customer’s paid and open documents.
2. Click Refresh View.
> To show which payments were applied to which invoices:
1. Select Include Applications.
2. Click Refresh View.
> To review the document transaction details:
1. Highlight a reference number in grid view or display the reference number in form
view for the document you want to view.
2. Click Invoice Transactions. Accounts Receivable Document Maintenance
(08.250.00) displays. See “Reviewing Accounts Receivable Documents” on
page 110.
> To review sales order transaction details:
1. Highlight a reference number in grid view or display the reference number in form
view for the document you want to view.
2. Click Order Transactions. Shippers (40.110.00) displays. If the document is a
service invoice document, Service Invoice Maintenance (05.290.00) displays. See
the Order Management online help or user guide for more information.

Note: Order Transactions is available only for documents originating in the Order
Management module.
 Reviewing Accounts Receivable Information 119

Looking Up Customer Account Balances

Customer account balance information consists of the customer’s current, future,
accrued revenue, open order, and prepayment balances, their credit status, and their
aging balances.
> To look up customer account balances:
1. Choose Modules | Accounts Receivable | Screens | Customer Inquiry. Customer
Inquiry (08.200.00) displays.

Figure 53: Customer Inquiry (08.200.00)

2. Type the customer identification code in Customer ID.

3. Select one of the following:
• Specific to display customer information for a specific company and type the
company identification code in Company ID.
• All to display all companies.
> To find a customer:
Click the Find Customer button . See “Finding a Customer” on page 121.
120 Accounts Receivable

> To view information about the customer:

• Click the Customer Maintenance button . Customer Maintenance (08.260.00)
displays. See “Looking Up Customer Information” on page 112.
• Click to open Customer Contacts (40.370.00), a screen in the Order
Management module that lists customer contact information.
> To display all open documents for the customer:
Click the Current Documents . Customer Activity (08.200.04) displays showing all
current open documents for the customer.

Figure 54: Customer Activity (08.200.04)

> To display all open documents for a future period:

Click the Future Documents button . Customer Activity (08.200.04) displays
showing all open documents for a future period.
> To display all open accrued revenue documents for the customer:
Click the Accrued Rev Details button . Customer Activity (08.200.04) displays
showing all current open accrued revenue documents for the customer.
> To display all open orders for the customer:
Click the Open Orders button . Open Orders (08.200.03) displays showing all open
orders for the customer. See “Looking Up a Customer’s Open Orders” on page 122.
> To display all unapplied prepayments received from the customer:
Click the Prepayment Documents button . Customer Activity (08.200.04) displays
showing all unapplied prepayments received from the customer.
 Reviewing Accounts Receivable Information 121

Finding a Customer
> To find a customer:
1. Click the Find Customer button on Customer Inquiry (08.200.00). Find
Customer (08.200.01) displays.

Figure 55: Find Customer (08.200.01)

2. Select one of the following:

• Search in Accounts Receivable.
• Search in Order Management.
3. Type the value you want to search on in the appropriate field.
4. Click Search / Refresh. The customer IDs that satisfy the search criteria display.
5. Highlight the customer ID and click Select. Customer Inquiry (08.200.00) displays
showing the selected customer’s information.
122 Accounts Receivable

Looking Up a Customer’s Open Orders

An open order is one that has not been cancelled, accrued, or billed.
> To look up a customer’s open orders:
Click the Open Orders button on Customer Inquiry (08.200.00). Open Orders
(08.200.03) displays.

Figure 56: Open Orders (08.200.03)

> To view details about an order:

Click Order Detail. Sales Orders (40.100.00) displays. See the Order Management
online help or user guide for more information.
 Reviewing Accounts Receivable Information 123

> To view the customer’s shipments:

Click Shipments. Shipments (08.200.02) displays.

Figure 57: Shipments (08.200.02)

> To view details about the shipment:

Click the Shipment Detail button. Shippers (40.110.00) displays. See the Order
Management online help or user guide for more information.
124 Accounts Receivable

Looking Up Customer Payments

Payment documents can be payments (PA), prepayments (PP), credit memos (CM) or
small balance write-offs (SB). Information displayed about a customer’s payment
documents includes the payment amount, the company, account, and subaccount to
which it was debited. The documents to which it was applied along with the amount,
discount, and RGOL (currency realized gain or loss) applied to the document are
displayed in the Detail area.
After you find a payment, you can reverse the payment’s application(s), void it, or
reclassify the application to a new customer ID. See “Reversing Payments” on page 93.
> To look up customer payments:
1. Choose Modules | Accounts Receivable | Screens | Application Inquiry/Reversal.
Application Inquiry/Reversal (08.240.00) displays.

Figure 58: Application Inquiry/Reversal (08.240.00)

 Reviewing Accounts Receivable Information 125

2. Identify the payment by entering the appropriate values into the following fields:
• Customer ID
• Pmt/Memo Nbr
3. Alternatively, click the Find Payment/Memo button Payment/Memo Selection
(08.240.01) displays.
4. Enter the known Select Criteria (Customer ID, Reference Nbr, Invoice Nbr, Begin
Period, or End Period).
5. Click the Find Payment/Memo button to find the payments that meet the
selection criteria.
6. Select the payment to inquire about and click OK.
7. The payment information and related applications display.
126 Accounts Receivable

Looking Up Salesperson Information

Salesperson information consists of their name, address, phone number, and
commission percent.
> To look up a salesperson’s information:
1. Choose Modules | Accounts Receivable | Screens | Salesperson. Salesperson
Maintenance (08.310.00) displays.

Figure 59: Salesperson Maintenance (08.310.00)

2. Type the salesperson’s identification code in Salesperson ID. The salesperson’s

information displays.
> To review the salesperson’s history:
Click History. Salesperson History (08.311.00) displays. See “Reviewing Salesperson
History” on page 127.
 Reviewing Accounts Receivable Information 127

Reviewing Salesperson History

A salesperson’s history includes sales, receipts on sales, and cost-of-goods (COG) sold
for each period in fiscal year.
> To look up a salesperson’s activity:
1. Choose Modules | Accounts Receivable | Screens | Salesperson History or click
History on Salesperson Maintenance (08.310.00). Salesperson History (08.311.00)
displays.

Figure 60: Salesperson History (08.311.00)

2. Type the ID of the salesperson in Salesperson ID. The salesperson’s history for the
current fiscal year displays.
> To review history in a fiscal year other than the current fiscal year:
In Fiscal Year type the fiscal year for which you want to view the history. The
salesperson’s history for the specified fiscal year displays.
128 Accounts Receivable

Printing Reports
For more information on the individual report, see the Reference section. For
information on printing reports, see Printing Reports in the System Manager online
help or user guide.

To view or print a listing of: Use:

Aged open AR documents Aged AR (08.610.00)
Aged document amounts that were open as of a Period Sensitive Aged AR (08.611.00)
specified fiscal period
Detailed AR activity and balances by customer Customer Trial Balance (08.620.00)
Closed documents from a prior period or periods Customer Period Trial Balance
(the number of prior periods reported depends on (08.621.00)
the values entered at Beg/End Period) and/or
multiple-currency information
All AR documents entered in an accounting Account Distribution (08.630.00)
period or range of periods
AR information entered during current account AR Transactions (08.640.00)
period
Customer information including the customer’s Customers (08.650.00)
prior-year balance and the year-to-date
transactions
Each customer’s period- and year-to-date accounts Customer History (08.651.00)
receivable activity
The details of all open AR documents, including Document Register (08.660.00)
those that are to post to prior or future periods,
entered during a period or range of periods
The information of all recurring invoices Recurring Invoices (08.670.00)
The statement cycle definitions Statement Cycles (08.680.00)
The customer class definitions Customer Classes (08.690.00)
Each customer’s period- and year-to-date sales Sales Analysis by Customer (08.710.00)
compared to total company sales
Each customer class’ period- and year-to-date Sales Analysis by Class (08.720.00)
sales compared to total company sales
Each salesperson’s period- and year-to-date sales Sales Analysis by Salesperson
compared to total company sales (08.730.00)
The details of customer invoices and memos Sales by Customer (08.740.00)
entered during an account period or range of
periods
The details of salesperson sales during an account Sales by Commission (08.750.00)
period or range of periods
The invoices, debit memos, and credit memos Invoice/Memo Forms (08.760.00)
distributed to customers
 Reviewing Accounts Receivable Information 129

To view or print a listing of: Use:

Information of all AR documents, including open Document History (08.770.00)
and paid invoices, and open and fully applied
adjustments
AR batch numbers used and batch distribution AR Batch Register (08.800.00D)
during the current period in detail
AR batch numbers used and batch distribution AR Batch Register (08.800.00S)
during the current period in summary
Document and transaction information for AR AR Edit (08.810.00D)
batches in detail
Document and transaction information for AR AR Edit (08.810.00S)
batches in summary
Payments and credit memos applied to AR Payment Applications (08.820.00)
documents during a specific time period
130 Accounts Receivable
 Maintaining Accounts Receivable Data 131

Maintaining Accounts Receivable Data

Overview
The Maintaining Accounts Receivable Data section provides information and
procedures for maintaining and troubleshooting accounts receivable data. These basic
tasks include:
• Editing Accounts Receivable Documents
• Confirming and Applying Order Management Adjusting Memos
• Deleting Accounts Receivable Data
• Checking Accounts Receivable Data Integrity

Accounts Receivable Troubleshooting

Some common problems you may encounter using the Accounts Receivable module
are:
• Suspended Invoice/Memo Batches — Try to release the batch using Release AR
Batches (08.400.00). If the batch does not release, review the Solomon Event Log
to determine if one or more of the documents within the batch are out of balance.
See the System Manager online help or user guide for information about the Event
Log. You also can print the AR Edit (08.810.00) report to identify the out-of-
balance documents. Out-of-balance documents are the most common reason for
unreleased invoice and memo batches.
• Unreleased Payment Batches — Release the batches using Release AR Batches
(08.400.00). You also can review each payment within the batch using Invoice and
Memo (08.010.00).
• Cannot Select a Document for Payment — Use Document Maintenance
(08.250.00) to check the document and verify the document’s status is active. Also
check the customer status to verify the customer is not on hold. If these two checks
do not solve the problem, verify the document has not been referenced in an
unreleased batch of payments.
132 Accounts Receivable

Editing Accounts Receivable Documents

You can edit the non-financial information of open invoices, debit memos, and credit
memos entered on Invoice and Memo (08.010.00). You also can review the
information of all accounts receivable documents maintained by Solomon, including
ones from prior fiscal periods that are paid in full.
> To edit an accounts receivable document:
1. Choose Module | Accounts Receivable | Screen | Document Maintenance. The
Document Information tab of Document Maintenance (08.250.00) displays.

Figure 61: Document Maintenance (08.250.00)

2. Optionally, type the customer ID in Customer ID.

3. Type the document reference number in Ref Nbr.
4. Change any information about the document.
5. Click Save on the toolbar.
 Maintaining Accounts Receivable Data 133

Confirming and Applying Order Management Adjusting Memos

It is possible for the Accounts Receivable module to receive an invoice created in the
Solomon Order Management module that has been passed through to Accounts
Receivable with financial errors (for example, the wrong inventory item or item prices
was defined the invoice’s line items). Such an error will perpetuate itself throughout
accounts receivable records and must be formally corrected by an adjusting sales order
memo. This involves using Order Management to create and submit the adjusting
memo to accounts receivable and using accounts receivable to confirm and apply the
adjustment to the incorrect invoice.
> To confirm and apply Order Management adjusting memos:
1. Confirm and release the incorrect Order Management-generated invoice. See
“Confirming Invoices Generated Using Order Management” on page 73.
2. Use the Order Management module to issue the adjusting memo: define and
release the memo, create a shipper for the memo, print the Sales Journal
(40.690.00). See the Order Management online help or user guide for more
information on issuing adjusting memos.
3. Choose Module | Accounts Receivable | Screens | Invoice and Memo. Invoice and
Memo (08.010.00) displays.
4. Confirm and release the Order Management-generated adjustment. Confirm and
release adjusting memos exactly as you do Order Management-generated invoices.
See “Confirming Invoices Generated Using Order Management” on page 73.

Note: The previous two steps can be bypassed if Release Batches Automatically is
selected on the Invoicing tab of Order Management Setup (40.950.00) in the Order
Management module.

5. Choose Module | Accounts Receivable | Screens | Payment Application. The

Payment/Memo tab of Payment Application (08.030.00) displays.
6. Type the customer ID in Customer ID.
7. Place the cursor at Type and select the memo type (for example, Invoice).
8. Place the cursor at Number and press F3, or double-click the right mouse button to
open Unapplied Payment/Memo List.
134 Accounts Receivable

9. At Reference Nbr, select the number of the Order Management-generated adjusting

memo, and click OK.

Figure 62: Unapplied Payment/Memo List

The document details of the batch appear in Payment Application (08.030.00).

10. Select Release Now at Handling to release the batch for posting. Insert Level
displays.
11. Select Batch, and click OK.
You can now close Payment Application (08.030.00). To confirm the adjusting memo
application, use Customer Maintenance (08.260.00) to access the information of the
customer associated with the adjusting memo. Then, access Customer Activity
(08.260.04) to review memo application details.
 Maintaining Accounts Receivable Data 135

Deleting Accounts Receivable Data

When you close accounts receivable on Closing (01.560.00) in the General Ledger
module, Solomon performs several housekeeping tasks on the database. One of these
tasks is to delete unwanted data according to the Years to Retain History and Periods to
Retain Tran Detail settings on the GL Options tab of AR Setup (08.950.00). Documents
and transactions deleted include:
• Paid documents, such as invoices, debit memos, and finance charges
• Fully applied documents, such as credit memos and payments
• Voided batches
If an invoice, memo, payment, or finance charge was posted in the current or a future
fiscal period, Solomon doesn’t delete it. If an invoice has a partial payment, neither the
invoice nor the payment is deleted until the payment is made in full.
If you don’t want to delete this data during the closing process, you can run the
operation separately. You also can choose to set a new date other than the default set
up on the GL Options tab of AR Setup (08.950.00).
Before you delete any Accounts Payable data, run the following month-end reports to
check for any documents that require action:
• Customer Trial Balance (08.620.00)
• Aged AR (08.610.00)
• Document Register (08.660.00)
136 Accounts Receivable

> To delete accounts receivable data:

1. Choose Module | Accounts Receivable | Screens | Delete AR Detail. Delete AR Detail
(08.550.00) displays showing the default settings from the GL Options tab of AR
Setup (08.950.00).

Figure 63: Delete AR Detail (08.550.00)

2. Select Delete Customers with no activity since to delete the information of all
customers with zero balances and no activity since a specific date.
3. Type the date to use.
4. Click Begin Processing.
 Maintaining Accounts Receivable Data 137

Checking Accounts Receivable Data Integrity

Periodically, run a data integrity check on accounts receivable data to check for records
and batches that are in error. Setting up a schedule to search for errors can help keep
your database under control.
> To check accounts receivable data integrity:
1. Choose Module | Accounts Receivable | Screens | AR Integrity Check. AR Integrity
Check (08.990.00) displays.

Figure 64: AR Integrity Check (08.990.00)

2. Select Verify Posted AR Batches to review all released accounts receivable batches
to ensure that they were transferred correctly to the general ledger.
3. Select Verify Customer Balances to review all customer records to verify that each
customer’s open document balance equals the customer’s associated current and
future balances.
4. Select Correct Customer Balances to Total Doc Balance to review all customer
records and update as necessary to agree with their supporting open document
balances. Verify Customer Balances must be selected.
5. Select Verify Payment Applications to review the application process for all
payments and credit memos to ensure that both adjusting and adjusted document
records were updated.
6. Select Rebuild AR History from Documents to delete all current accounts receivable
history records and rebuild these records from their associated supporting
documents.
7. Select Verify Periods of Closing to verify that, in all documents, the period closed is
populated with the correct value. If there are errors, the program will note which
documents are not correct.
138 Accounts Receivable

8. Select Correct Periods of Closing to verify and correct all periods of closing. If
there are errors detected in the period of closing, the program will populate the
period closed with the correct value. Verify Periods of Closing must also be
selected.
9. Click Begin Processing.
 Data Entry Screens 139

Data Entry Screens

Invoice and Memo (08.010.00)

Used to enter the information of after-the-fact accounts receivable invoices, debit
memos and credit memos that have been prepared manually or by some other means.
Invoice and Memo (08.010.00) includes total batch information as well as individual
document and transaction information. Transaction batches are comprised of individual
documents that will be entered into Invoice and Memo (08.010.00). The batch
information is used to ensure that all documents are entered for the correct amounts, to
the correct period and released for posting when the batch is complete.

Figure 65: Invoice and Memo (08.010.00)

140 Accounts Receivable

When entering invoices and memos in Invoice and Memo (08.010.00), you enter a
group or batch of documents together. With batch processing, you need to physically
group together the items you are entering and total the amounts to get a batch total.
That batch total is used in the entry screen to help ensure that the individual documents
associated with the batch have all been entered. The batch total is not affected by the
type of document you are entering. For example, a batch containing an invoice for $50
and a credit memo of $40 would have a batch total of $90. Invoices and memos may be
combined in the same batch.
Invoices entered into Invoice and Memo (08.010.00) will increase the customer
balances, appear on the customer statements, and post to the accounts receivable and
sales accounts in the general ledger.
Debit memos entered into Invoice and Memo (08.010.00) will increase customer
balances. Credit memos will decrease customer balances. Both types of memos appear
on the customer statements, and post to the accounts receivable and sales accounts in
the general ledger.

Note: If the Order Management module is being used, most of the invoices and memos
will be prepared using that module. Invoice and Memo (08.010.00) can still be used for
manual invoices and memos.
The Order Management module interacts with the Inventory module (the Accounts
Receivable module does not). In addition, Order Management provides greater
flexibility for descriptions on invoices.
If you have both Accounts Receivable and Order Management, the module where
adjusting documents need to be entered depends on whether inventory quantity, cost,
or revenue should be affected. If inventory should be affected, use Order Management
for correcting documents.

Note: Invoices and memos can also be generated by the Project Management and
Accounting Flexible Billings module and in the Field Service Management Service
Dispatch module. See the related documentation and online help for details.

Batch Area - Invoice and Memo (08.010.00)

Use the Batch area to define a new batch or to select an existing batch in which to enter
new invoices and memos.
Number
Unique numeric code assigned to a transaction batch based on the batch numbering
format established on the Other Options tab of AR Setup (08.950.00).
Period to Post
Accounts receivable and general ledger fiscal period and year to which the batch
should be posted.
 Data Entry Screens 141

Status
Current condition of the transaction batch in Solomon; options are:
• Hold — not to be released
• Balanced — ready for release
• Partially Released — could not be completely released due to an out-of-balance
document or other problem
• Void — a deleted batch
• Unposted — released for posting to the general ledger but not yet posted
• Posted — released and posted to the general ledger
• Multiple Installments — created from a document with multi-installment terms
Handling
Batch management function performed upon completion of batch entry; options are:
• Hold — save the batch for future editing
• Release Later — set the status of the transaction batch to Balanced for later release
for posting in Release AR Batches (08.400.00)
• Release Now — release the batch for posting on accessing a new or different
batch, or exiting Invoice and Memo (08.010.00)
• No Action — leave the current batch status unchanged
Total
Total of all document amounts entered for the batch. The Batch Total will increment as
additional documents are added to the batch. It should equal the Batch Control amount
after all invoices/memos are entered.
Control
The total of all documents you will be entering in the transaction batch.

Document Area - Invoice and Memo (08.010.00)

Use the Document area to define a new document or to select an existing document in
which to enter new transactions.
Type
Indicates the type of document being entered or viewed. Options are:
• Invoice — will increase the customer’s balance
• Credit Memo — will decrease the customer’s balance
• Debit Memo — will increase the customer’s balance
• Cash Sale — invoice which was paid with the sale
• Small Balance — cannot be entered in this screen, but can be viewed
142 Accounts Receivable

• Small Credit — cannot be entered in this screen, but can be viewed

• Accrual Document — will increase the customer’s accrued revenue balance,
cannot be entered in this screen, but can be viewed
• Reverse Accrual — will decrease the customer’s accrued revenue balance, cannot
be entered in this screen, but can be viewed
Invoices and debit memos are treated in the same manner by the application. They
increase the customer balance. A credit memo is treated similar to a payment, in that it
can be applied later to an invoice to reduce the customer balance. A cash sale can be
viewed as an invoice and full payment within the same document. Solomon does not
record adjustment information for cash sale documents.
Accrual Documents and Reverse Accruals function much like invoices and payments.
They are generated if consolidated invoicing is used in the Order Management module.
Invoice/Memo Nbr
Unique identifying code assigned to an invoice or memo. When entering a new
invoice/memo, Solomon automatically assigns a number when you click SAVE, if you
have selected Auto Reference Numbering under the Other Options tab in AR Setup
(08.950.00). On reports, each invoice/memo will have its number printed beside it for
identification.

Note: If you are also using the Solomon Order Management module, the invoice
numbers generated by Order Management are independent of those generated by the
Accounts Receivable module and structured in such a way that guarantees each invoice
number will be unique in the Solomon database. Order management will not use an
invoice number that is also used by accounts receivable and vice versa.

Caution: If manual reference numbers are used, keep in mind that reference numbers
must be unique within the module. You cannot have an invoice or memo with the same
number as another invoice or memo.

If you are editing a batch, you may use the inquiry function to look up the reference
numbers associated with the current batch.
Customer ID
Associates the invoice or memo with a specific customer; displays customer’s name. If
you need to create a customer or change customer information immediately, use the
insert or edit function in the lookup window. You cannot delete a customer from this
window.
When a customer ID is entered, the Name of the customer appears below Customer ID.
If multi-currency is enabled and the Currency ID specified for the customer in Customer
Maintenance (08.260.00) is different from the batch currency, an error message or
warning will display. This depends on whether Allow Customer Currency ID Override is
selected in CM Setup (24.950.00) of the Currency Manager module.
 Data Entry Screens 143

In addition, if multi-currency is enabled and the Rate Type specified for the customer in
Customer Maintenance (08.260.00) is different from the batch rate type, an error
message or warning will display. This depends on whether Allow Customer Rate Type
Override is selected in CM Setup (24.950.00) of the Currency Manager module.
Customer Inquiry
Click to access Customer Inquiry (08.200.00) to inquire about balances and
activity. Customer Inquiry (08.200.00) displays summary information for the selected
customer. You also can access details of documents and transactions. Customer Inquiry
(08.200.00) is display-only. You cannot use it to make changes to documents.
Date
Date when the document was created in Solomon; defaults to the value in Business
Date on the Solomon File menu. Accept the default date or enter another date for the
document. Solomon will automatically calculate the due date and discount date based
on this date and the terms of the invoice or memo.
If multiple-installment terms are used, the value in Date is used as the basis for the
installment dates.
If Date is changed after the terms have been calculated, you will be prompted to
indicate whether the terms should be recalculated. If you say no, this date will revert to
its original date.
Amount
Total document amount of the invoice or memo. This should equal the total of the line
items entered as detail, including any applicable taxes.
Discount is calculated based on this amount if the terms specified include a discount.
For cash sale document types, this amount will be added to the deposit amount that will
be passed to the Cash Manager module.
144 Accounts Receivable

Invoice/Memo Tab - Invoice and Memo (08.010.00)

Used to enter transaction information for the invoice or memo.

Figure 66: Invoice/Memo tab of Invoice and Memo (08.010.00)

Description
Explanation of the document. This description will be printed on Statements and the
Customer Trial Balance (08.620.00) report.
Terms
Terms ID that controls the discount and due dates and discount amount of the
document. The customer Terms ID set up on the Customer Information tab on Customer
Maintenance (08.260.00) will automatically come into Invoice and Memo (08.010.00)
and into the Order Management module when entering orders or invoices. The default
may be overridden for each invoice. Use the inquiry function to look up valid terms
IDs. The description of the terms selected is displayed beside the terms ID.
Terms Details
You must specify a multiple installment terms ID to activate this button. It displays the
installment information on Terms Details (08.010.02).
 Data Entry Screens 145

Project
Associates the document with a specific project set up in the Project Controller
module. If you are using Project Controller and A/R Account on the Account Override
tab is associated with a Project Category in Chart of Account Maintenance (01.260.00)
in the General Ledger module, enter the appropriate project for this document.

Note: Entry of a project in this field controls whether project information can be
entered in the Detail area. If either no project or the Non Post Project on the PC Options
and Setup tab of Project Controller Setup (PA.SET.00) is specified in this field, project
information cannot be entered in the Detail area, and the invoice information will not
be transferred to the Project Management and Accounting modules.

Sales Ord Nbr

Number of the sales order associated with the document. If you are using the Order
Management module, this field will contain the lowest sales order number associated
with the document.

Note: If the document was created using the Consolidated Invoice (40.682.00) report in
the Order Management module, multiple sales orders can be included on the same
document.

Company ID
Company identification code and company description (name) to which the document
will be posted. If you need to change the company ID, use the Account Override tab.
Salesperson ID
Unique alphanumeric code assigned to the salesperson. This field defaults from
Salesperson on the Other Options tab of Customer Maintenance (08.260.00). If the
default is entered or changed, the code entered must be a Salesperson ID previously
defined in Salesperson Maintenance (08.310.00).
Disc Date
Date by which the document must be paid to receive the specified discount. The
system calculates the discount date based on Document Date and Terms. The discount
date may be overridden during data entry.
Due Date
Date when payment of the document is due. The system calculates the due date based
on the values of Document Date and Terms. The due date may be overridden during
data entry.
146 Accounts Receivable

Discount
Amount to deduct from the document amount at payment time if the document is paid
on or before the discount date; calculated based on the discount percentage of the
payment terms and the total entered in Invoice/Memo Amount.

Note: Discounts are not permitted on documents for which multiple-installment terms
have been specified.

Total
Running total of all transaction detail lines and taxes entered for the document. The
Document Total will increment as additional line items are entered in the transaction
area. This should equal the document Amount once all the line items and tax
information is entered.
 Data Entry Screens 147

Account Override Tab - Invoice and Memo (08.010.00)

Used to override the company (the company specified at Company ID on the
Invoice/Memo tab) and the default general ledger account and subaccount set up for the
customer for the accounts receivable portion of the entry.

Figure 67: Account Override tab of Invoice and Memo (08.010.00)

Company ID
Identification number and name of the company to which this document should be
posted. Defaults to the current login company. After you enter a company ID, it will
also display in Company ID on the Invoice/Memo tab.
A/R Account
The account to which the document amount will be posted.
If this is an invoice, credit memo, or debit memo, this is an accounts receivable
account. The accounts receivable account defaults from Accounts Receivable Account
on the Customer Maintenance (08.260.00), Defaults tab. If this value has not been
specified, it defaults from Accounts Receivable Account on the AR Setup (08.950.00),
Invoice Accounts tab.
148 Accounts Receivable

If this is a cash sale, this is the cash account to which the document amount will be
posted. It defaults from Default Cash Account Account on the AR Setup (08.950.00),
Invoice Accounts tab.
If necessary, enter a different account to update in the general ledger for this document.
A/R Subaccount
The subaccount to which the document amount will be posted.
If this is an invoice, credit memo, or debit memo, this is an accounts receivable
subaccount. The accounts receivable subaccount defaults from Accounts Receivable
Subaccount on Customer Maintenance (08.260.00), Defaults tab. If this value has not
been specified, it defaults from Accounts Receivable Subaccount on the AR Setup
(08.950.00), Invoice Accounts tab.
If this is a cash sale, this is the cash account to which the document amount will be
posted. It defaults from Default Cash Account Subaccount on the AR Setup (08.950.00),
Invoice Accounts tab.
If necessary, enter a different subaccount to update in the general ledger for this
document.

Detail Area - Invoice and Memo (08.010.00)

Use the Detail area to input or view transaction details for the document.
Cpny ID
Company to which the transaction will be posted. Defaults from Company ID on the
Invoice/Memo tab. Accept the default company or select a different company if
necessary. Entering a company ID different from the company ID on the Invoice/Menu
tab will cause intercompany transactions to be generated when the document is
released.

Note: Entry of a company ID different from that on the Invoice/Memo tab is allowed
only if the inter-company relationship has been defined in Inter-Company Acct/Sub
Maintenance (13.260.00).

Account
Sales or income account to which the transaction line amount will post. Defaults from
A/R Sales Account on the Customer Maintenance (08.260.00), Defaults tab.
 Data Entry Screens 149

Project
Associates the transaction with a specific project set up in the Project Controller
module. Defaults from Project on the Invoice/Memo tab. This field is available only if:
• The Project Controller module is installed
• The transaction Account is associated with a project category in Chart of Account
Maintenance (01.260.00) in the General Ledger module
• Project on the Invoice/Memo tab is not blank and is not set to Non Post Project on
the Project Controller Setup (PA.SET.00), PC Options and Setup tab

Note: If the account has an associated project category (which normally passes the
transaction to Project Controller) and Project on the Invoice/Memo tab is either blank or
set to Non Post Project on the Project Controller Setup (PA.SET.00), PC Options and
Setup tab, the transaction project will be set to Non Post Project. The transaction will
not be passed to Project Controller.

Task
Associates the transaction with a specific task set up in the Project Controller module;
required if you enter a project ID that is not the Non Post Project; available only if a
project ID not equal to the Non Post Project is entered for the transaction.
Sub
Sales subaccount to which the transaction line amount will post. Defaults from A/R
Sales Subaccount on the Customer Maintenance (08.260.00), Defaults tab, or is based
on the project ID or task ID entered.
Quantity
Total number of items involved in the transaction (items being billed to the customer).
Required if Project Controller is installed and the account ID is associated with a
project category and Require Units is selected in Chart of Account Maintenance
(01.260.00) in the General Ledger module.
Unit Desc
Description of the unit of measure for Quantity.
Unit Price
Per-unit selling price of the item involved in the transaction (items being billed to the
customer).
Amount (Detail)
Extended amount of the items involved in the transaction; calculated by multiplying
the unit price by the quantity. The amount automatically extends but may be
overridden.
150 Accounts Receivable

Descr
Explanation of the transaction. The description will default according to the selection
made at Tran Description Default on the Other Options tab of AR Setup (08.950.00). You
may enter a description for this item being billed or accept the default. This description
will print on the invoice and in reports which print detailed line items from invoices. If
you are posting in detail to the general ledger, the description will also appear on the
transaction rows for the general ledger accounts.
Ext Ref Nbr
Identification code of any external document, such as a customer purchase order,
associated with a transaction. Enter an External Reference Number if the customer has
a purchase order number or something similar for the invoice to print.
Tax Cat (Detail)
Tax category applied to the line item, if appropriate; available only if Allow Tax Entry is
selected on Other Options tab of AR Setup (08.950.00). Tax categories are set up in Tax
Category Maintenance (21.310.00) in the Shared Information module and are used to
determine the taxability of the line item.
Tax ID
Transaction detail line’s tax ID; available only if Allow Tax Entry is selected on Other
Options tab of AR Setup (08.950.00). If only one tax ID is associated with the detail
line, it will display here. Otherwise, an asterisk (*) will display indicating there are
multiple tax IDs for the line item. In this case, click Tax to view the tax IDs for each
line item.
The tax IDs for the first detail line of the document will default from either the Defaults
tab in Customer Maintenance (08.260.00) or from Shipping Address (08.262.00),
depending on the setting at Default From on the Defaults tab. Subsequent lines will
either default using the same logic or from the previous line of the document,
depending on the setting of the Sales Tax Default on the AR Setup (08.950.00), Other
Options tab.
Tax (button)
Click to view and/or enter tax information; available only if Allow Tax Entry is selected
on Other Options tab of AR Setup (08.950.00).
Quick Print (printer icon)
Click to print the released invoice, debit memo, or credit memo (Quick Print works
only for documents that have been released). If Quick Print is clicked before the
document is released, you are asked to release the document first. If any information on
the screen has not been saved, you are asked to save the screen first. Invoices and
Memos print as Invoice/Memo (08.760.00) reports.
 Data Entry Screens 151

Tax

Figure 68: Tax

Used to view and/or enter the tax information associated with the current transaction
detail line of an accounts receivable document. Tax accumulates the tax for the whole
document. When reviewing Tax, you will see both Current Detail and Document
Totals:
• Current Detail displays the tax information for the current detail row determined by
the placement of your cursor. You may enter up to four tax IDs or group tax IDs
used to calculate taxable and tax amounts for the current transaction detail line.
• Document Totals displays the totals by Tax ID for the document in total. You may
use up to four tax IDs or group tax IDs that indicate which taxes are applied to the
document; includes taxes that were applied to the current transaction detail line as
well as any other detail line in the document.
Tax is opened by clicking Tax in Invoice and Memo (08.010.00).
Tax ID (Current Detail)
Tax ID or group tax ID used to calculate taxable and tax amounts for the current
transaction detail line. You may change or add tax IDs, if necessary.
Taxable (Current Detail)
Taxable amount per ID applied to the current transaction detail line.
Tax (Current Detail)
Tax per ID applied to the current transaction detail line. Computed by Solomon based
on the tax rates set up in the Shared Information module. You may not override the tax
amounts for each tax ID.

Tax ID (Document Totals)

Tax IDs or group tax IDs that indicate which taxes are applied to the document.
152 Accounts Receivable

Taxable (Document Totals)

Total taxable amount per tax ID applied to the document. This is set equal to the sum
of the taxable amounts from the detail lines and cannot be overridden.
Tax (Document Totals)
Total tax per tax ID applied to the document. This amount may be overridden. If the
amount is overridden, the difference between the override amount and the sum of the
automatically calculated tax amounts from the detail lines will be adjusted against the
tax amount of the first line in the grid when the document is saved. If the adjustment is
a reduction in the tax amount and it is more than the tax amount of the first line in the
grid, the remaining reduction will be applied against the next row(s) until fully applied.

Note: If the Calculation Type specified in Tax Maintenance (21.280.00) for the tax ID is
Document, the sum of the automatically calculated tax amounts for the transaction
lines may not equal the tax amount calculated at the document level due to rounding
differences. In that case, the difference is applied to the lines in the same manner as the
override variance discussed above.

Doc Tax Total

Total of all taxes applied to the document.
Current Detail Row
Number of the transaction detail line associated with the tax detail currently displayed.
 Data Entry Screens 153

Terms Details (08.010.02)

Figure 69: Terms Details (08.010.02)

Used to view and/or enter the installment details when installment terms are specified
on Invoice and Memo (08.010.00).
Terms Details (08.010.02) is opened by clicking Terms Details on Invoice and Memo
(08.010.00).
Installment Number
Populated automatically with the values 1 through the Number of Installments specified
for the terms ID on Terms Maintenance (21.270.00). If lines are added or deleted in the
grid, the installment number will automatically recalculate when you exit the screen.
Days
Number of days from the Document Date on Invoice and Memo (08.010.00) to the
Installment Date. Defaults based on the Frequency specified for the terms ID on Terms
Maintenance (21.270.00). If changed, recalculates Installment Date. Must be greater
than or equal to the previous line’s Days and less than or equal to the next line’s Days.
Installment Date
Due date for the installment. Defaults based on Document Date (on Invoice and Menu
(08.010.00)) plus Days. If changed, recalculates Days. Must be greater than or equal to
the previous line’s Installment Date and less than or equal to the next line’s Installment
Date.
154 Accounts Receivable

Installment Amount
Amount for which the installment document will be created. Defaults based on the
Calculation Method specified for the terms ID on Terms Maintenance (21.270.00).
Installment Total
Sum of the installment amounts from the grid. Must equal Document Amount on
Invoice and Memo (08.010.00) to exit the screen.
 Data Entry Screens 155

Payment Application (08.030.00)

This screen is used to enter checks or similar cash instruments that have been received
by the company for the payment of accounts receivable invoices. It can also be used to
apply previously entered unapplied customer payments, prepayments, and credit
memos to invoices, debit memos, or finance charges. When the remaining balance of
an invoice falls below a specified amount — optionally set up in AR Setup
(08.950.00) — the program can create a small balance write-off transaction.

Note: Payment Application (08.030.00) is not used to enter prepayments and credit
memos; enter prepayments in Payment Entry (08.050.00) and credit memos in Invoice
and Memo (08.010.00).

Figure 70: Payment Application (08.030.00)

In addition to Payment Application (08.030.00), payments can be entered into Solomon

through Payment Entry (08.050.00) or through Cash Account Transactions (20.010.00)
in the Cash Manager module (Cash Manager is not normally used for recording
customer receipts). When determining which window to use for payment entry,
consider these Payment Application (08.030.00) characteristics:
• Can be used to enter payments, with or without applying them to invoices
• Must be used when manually applying payments to specific invoices
• Can be used to auto apply payments to invoices
156 Accounts Receivable

• Cannot be used for prepayments

• Can be used to write off small balances
Cash receipts can be applied in either of two ways — manually or automatically.
Deciding the method to use depends in part on how customer statements are printed, as
follows:
• Balance forward statements — All prior period open documents will be lumped
into one balance forward amount and only the current period activity will be
shown in detail. Since all documents are not shown on the statement, payments
usually do not need to be applied to specific invoices, and can be applied using
auto payment application. However, you have the option of setting up Balance
Forward customers to require the manual application of payments by not
activating Auto Apply Payments in Customer Maintenance (08.260.00).

Note: If Auto Apply Payments in Customer Maintenance (08.260.00) is not

activated for a Balance Forward customer, cash receipts can be manually applied
to specific invoices. If Auto Apply Payments is activated, payments are
immediately applied to the oldest invoices first when the payment
(application/entry) batch is released.

• Open item statements — All open documents will be shown in detail regardless of
the period they were entered. For open item customers, payments are more likely
to need to be applied manually. If you have a policy of applying payments to the
oldest documents first, the payments can be applied using auto payment
application.

Note: Whether you select Balance forward or Open item statements has no impact on
the data stored within Solomon. The individual documents are still maintained in the
system. Only the Statements and the payment application methods are affected.

If payments are to be manually applied to specific invoices, Payment Application

(08.030.00) is used for this function, even though the payment may have been
originally entered through the Cash Manager module or Payment Entry (08.050.00).
 Data Entry Screens 157

If you use the balance forward option for customers, or have a policy to apply cash
payments to the oldest documents first for open item customers, the cash application
process can be simplified in one of the following ways:
• Set up customers with the Auto Apply Payments option in Customer Maintenance
(08.260.00). Their payments will be automatically applied when the batch is
released. If you select this option, you will not have the choice of manually
applying their payments.
• Enter, but don’t apply, payments in Payment Application (08.030.00), Payment
Entry (08.050.00), or Cash Account Transactions (20.010.00) in the Cash Manager
module. Then use Auto Payment Application (08.510.00) to apply the payments at
the same time.
• Within Payment Application (08.030.00), use the Auto Apply tab to apply the
payments in the order in which the documents are listed in the Detail area on the
tab. This gives you the ability to override the default application order if
necessary.

Caution: If customers have been set up with the Auto Apply Payments option in the
Customer Maintenance (08.260.00), their payments will be automatically applied
immediately upon release of the payment batch. You will not have the choice of
manually applying their payments.

Note: You can save the payment and continue with a new payment or finish the batch
after Payment/Memo Orig Amount is completed without applying the payment to any of
the open items (unless the customer is set for auto payment applications). This will
credit the payment to the customer’s account but will leave it open for future
application. You can apply the payment to the customer’s invoices later, using Auto
Payment Application (08.510.00) or by calling it up again in Payment Application
(08.030.00).

When payment batches are released, the customer account is credited for the payment,
whether or not it was applied to any of the invoices. The transaction batch to update the
general ledger cash and accounts receivable accounts is also created.

Batch Area - Payment Application (08.030.00)

Use the Batch area to define a new batch or to select an existing batch in which to enter
new payments, prepayments, and memos.
Number (Batch)
Unique numeric code assigned to a transaction batch.

Note: If an existing batch created in the Cash Manager module contains a document
with a blank customer ID, Apply Customer ID to Document (08.032.00) is
automatically displayed so you can enter the missing information.
158 Accounts Receivable

Period to Post
Fiscal period and year in which to post the transaction batch.
Deposit Date
Date the payment was deposited to the specified account. Defaults to the value in
Business Date on the Solomon File menu.
Status
Current condition of the transaction batch in Solomon; options are:
• Hold — not to be released
• Balanced — ready for release
• Partially Released — not completely released due to an out-of-balance document
or other problem
• Void — a deleted batch
• Unposted — released for posting to the general ledger but not yet posted
• Posted — released and posted to the general ledger
Handling
Batch management function performed upon completion of batch entry; options are:
• Hold — save the batch for future editing
• Release Later — set the status of the batch to Balanced to prepare for later release
• Release Now — release the batch for posting on accessing a new or different batch
or exiting Payment Application (08.030.00)
• No Action — leave the current batch status unchanged
Total
Running total of Pmt/Memo Orig Amt for all new payments entered in the batch.

Note: This amount is increased by any discounts taken during the batch release.

Control
Total amount of the transaction batch. If you are entering new payments, enter the total
of the payments in the batch. If you are applying previously entered payments, the
batch total will be zero, because no new transactions will be posted to the general
ledger.

Note: This amount is increased by any discounts taken during the batch release.
 Data Entry Screens 159

Document Area - Payment Application (08.030.00)

Use the Document area to define a new document or to select an existing document to
apply.
Customer ID
Unique alphanumeric code assigned to a customer and the customer’s name. Enter the
Customer ID. Once the Customer ID is entered, the open documents for the customer
appear in the Detail area of the window.

Note: A warning will be given if the number of documents appearing in the Detail area
of the screen is greater than the value in Number of documents to display in Payment
Applications screen (08.030) before message on the AR Setup (08.950.00), Other
Options tab.

If Auto Apply Payments has been selected for this customer in Customer Maintenance
(08.260.00), the open documents will not be displayed.
If multi-currency is enabled and the currency ID specified for the customer in
Customer Maintenance (08.260.00) is different from the batch currency, an error
message or warning will appear. This depends on whether Allow Customer Currency ID
Override is selected in CM Setup (24.950.00) of the Currency Manager module.
In addition, if multi-currency is enabled and a rate type is specified for the customer in
Customer Maintenance (08.260.00) that is different from the batch rate type, an error
message or warning will appear. This depends on whether Allow Customer Rate Type
Override is selected in CM Setup (24.950.00) of the Currency Manager module.
Customer Inquiry
Click to view the customer’s account activity.
Type
Indicates if the document being entered is a payment, prepayment, or credit memo.
• Payment — Select when entering a new payment or to apply a previously entered
payment to open documents.
• Credit Memo — Select to apply an existing credit memo to an invoice, debit
memo, or finance charge. You may not add credit memos in this screen. They
must be entered in Invoice and Memo (08.010.00).
• Prepayment — Select to apply an existing prepayment to an invoice, debit memo,
or finance charge. You may not add prepayments in this screen. They must be
entered in Payment Entry (08.050.00).
160 Accounts Receivable

Number (Document)
Unique identifying code assigned to each document. Enter the reference number of the
payment being entered. Most companies use the customer’s check number as the
reference number when entering payments.
To apply an existing payment, credit memo, or prepayment against an invoice or debit
memo, enter that reference number or use the inquiry function to look up open
documents for the customer.
Date
Date when payment was received; defaults to the value in Business Date on the
Solomon File menu. Enter the payment date for new payments. For existing
documents, this field will display the original document Date.
Customer Balance
Current total of the customer’s open accounts receivable documents for all companies.
Pmt/Memo Orig Amt
Original amount of the document. Enter the total payment (amount of check) being
applied. If this is an existing payment, credit memo, or prepayment, the amount will be
display-only and set to the original amount of that document.
Balance Write-Off
Click to write off a small balance (optionally, over multiple accounts); available only if
Allow Small Balance Write Off in Payment Applications is selected and Maximum Small
Balance is specified on AR Setup (08.950.00).
When you first open Payment Application (08.030.00), Balance Write-off is not active.
It becomes available only when a payment or credit memo is applied to an invoice,
resulting in a remaining balance on the invoice of less than the Maximum Small Balance
in AR Setup (08.950.00).
 Data Entry Screens 161

Payment/Memo Tab - Payment Application (08.030.00)

Used to input or view posting and application information about the payment or memo.
For each payment or credit memo, Solomon keeps track of the amount of the payment
you have applied to invoices, debit memos, and finance charges as you apply them.
Solomon will allow you to enter a payment for more than an invoice amount. The
invoice will be zeroed out and the payment will have a remaining balance.

Figure 71: Payment/Memo tab of Payment Application (08.030.00)

Account
Cash account to debit for the amount of the payment for new payment documents
entered. This field defaults to the value of Default Cash Account Account set on the AR
Setup (08.950.00), Invoice Accounts tab. It may be overridden if not correct for this
particular batch.
If the Cash Manager module is used, this value must be the same for all new payment
documents in the batch (because the total of the batch will be posted as a single deposit
in Cash Manager).
If an existing document is selected, the original cash account to which it was posted
will display and is not editable.
162 Accounts Receivable

Note: When applying existing documents, a general ledger entry will be generated only
if the accounts receivable company, account, or subaccount of the document to which
the payment or credit memo is applied is different from the accounts receivable
company, account, or subaccount to which the payment or credit memo was originally
charged.

Subaccount
Cash subaccount to debit for the amount of the payment for new payment documents
entered. This field defaults to the value of Default Cash Account Subaccount set on the
AR Setup (08.950.00), Invoice Accounts tab. It may be overridden if not correct for this
particular batch.
If the Cash Manager module is used, this value must be the same for all new payment
documents in the batch (because the total of the batch will be posted as a single deposit
in Cash Manager).
If an existing document is selected, the original cash subaccount to which it was posted
will display and is not editable.

Note: When applying existing documents, a general ledger entry will be generated only
if the accounts receivable company, account, or subaccount of the document to which
the payment or credit memo is applied is different from the accounts receivable
company, account, or subaccount to which the payment or credit memo was originally
charged.

Application Total
Running total of Amount to Apply entered against customer documents (invoices, debit
memos, and finance charges) in the Detail area.
Unapplied Balance
Any remaining payment, prepayment, or credit memo amount not yet applied to a
customer’s open documents (invoice, debit memo, or finance charge); saved as an
unapplied credit when you exit the batch.
Cash Discount
Running total of the cash discount entered against customer documents (invoices, debit
memos, and finance charges) in the Detail area. This is the total discount amount
applied to invoices.
 Data Entry Screens 163

Auto Apply Tab - Payment Application (08.030.00)

Used to have the system automatically apply a customer payment, prepayment, or
credit memo entered on Payment Application (08.030.00) to the customer’s invoices,
debit memos, and finance charges. Applications are made in the order in which the
documents appear in the Detail area.
If Auto Apply Payments in Customer Maintenance (08.260.00) has been selected for
this customer, the Auto Apply tab is unavailable.

Figure 72: Auto Apply tab of Payment Application (08.030.00)

Total Amount to Apply

Unapplied balance of the payment, prepayment, or credit memo to be automatically
applied to the open invoices in the grid when the Apply Amount button is clicked. This
amount defaults from Unapplied Balance on the Payment/Memo tab. Accept this amount
or enter the amount that you wish to apply automatically.
Apply Amount
Click to apply the amount to displayed documents. This will apply the amount at Total
Amount to Apply in the order the documents are listed in the Detail area, by distributing
amounts under Amount to Apply in the Detail area of the window.
If the results of the automatic application are not what you wanted, you can manually
enter different amounts at Amount to Apply before releasing the batch or delete the
amounts that the system entered, change the sort order, and re-click Apply Amount.
164 Accounts Receivable

Sort Order Tab - Payment Application (08.030.00)

Used to determine in what order the documents are sorted. You can sort documents by
due date, reference number, or document type. Used with the Auto Apply tab and for
customers who have Auto Apply Payments selected in Customer Maintenance
(08.260.00): during payment application, payments will be applied to the documents in
the order the documents appear on the Sort Order tab.

Figure 73: Sort Order tab of Payment Application (08.030.00)

The sort order for the open documents displayed in the Detail area will default to the
option selected in AR Setup (08.950.00). To change the sort and payment application
order, select the appropriate option on this tab.
By Due Date
Select to sort documents by due date. Documents will be sorted by the due date of the
document (oldest at the top).
By Reference Number
Select to sort documents by reference number. Documents will be sorted by reference
number, with the lowest numbers at the top of the list.
By Doc Type
Select to sort documents by document type. Documents will be sorted by the type of
document (i.e. Debit Memos, Finance Charges, and Invoices).
 Data Entry Screens 165

Detail Area - Payment Application (08.030.00)

Use the Detail area to input or view payment transaction details; not available if Auto
Apply Payments is selected on the Customer Maintenance (08.260.00), Other Options
tab.
Reference Nbr
Unique code that identifies the open invoice, debit memo, or finance charge document.

Note: This field is normally display-only; however, if the number of open documents
available to display in the grid exceeds Number of documents to display in Payment
Applications screen (08.030) before message on the AR Setup (08.950.00), Other
Options tab, you will be prompted to indicate whether you want to display all of the
documents. If you choose not to display them, Reference Nbr will be enabled, and you
will be able to manually enter in the grid the open documents to which the payment
should be applied.

Company ID
Company ID of the document. This will be the login company unless Activate
Centralized Cash Processing is selected in GL Setup (01.950.00) and you are logged on
to the master company.
Amount to Apply
Amount of the payment or credit memo to be applied against the invoice, debit memo,
or finance charge. Sum of Amount to Apply and Cash Disc cannot exceed Doc Balance.
Sum of all Amount to Apply values in the Detail area cannot reduce Unapplied Balance
below zero.
Cash Disc
Amount of discount to apply to the invoice, debit memo, or finance charge. Cannot
exceed Disc Balance. Sum of Amount to Apply and Cash Disc cannot exceed Doc
Balance. Sum of all Amount to Apply values in the Detail area cannot reduce Unapplied
Balance below zero.
Doc Balance
Remaining balance on the open document, adjusted for any amount entered in Amount
to Apply or Cash Disc for the grid line and for any small balance write-off taken in this
document.
Disc Balance
Discount amount remaining on the open document; calculated by deducting the
discount amount used from the original discount balance.
166 Accounts Receivable

Orig Currency
Original currency of the invoice, debit memo, or finance charge document.
Sales Order Nbr
Minimum sales order number associated with the invoice.
Description
Explanation of the open document.
Type (Detail)
Indicates whether the document being paid is an invoice (IN), debit memo (DM), or
finance charge (FI).
Doc Date
Date when the open document was originally issued.
Disc Date
Date by which the document must be paid in order for Solomon to deduct its discount
amount from its payment balances.
Due Date
Date on which payment of the document is due.
 Data Entry Screens 167

Small Balance Write-Off (08.030.05)

Used to write off small balances over multiple accounts during payment application;
available only if you have completed the following on the Customer Defaults tab in AR
Setup (08.950.00):
• Selected Allow Small Balance Write Off in Payment Applications.
• Defined the maximum small-balance write-off amount at Maximum Small Balance.
Access Small Balance Write Off (08.030.05) by clicking Balance Write Off in Payment
Application (08.030.00). (Balance Write-off is available only when a payment or credit
memo is applied to an invoice, resulting in a remaining balance on the invoice of less
than the small balance parameter set up in AR Setup [08.950.00].)
Small Balance Write Off (08.030.05) displays the information for the invoice, including
the reference number, customer ID and the remaining balance after application of the
payment.
The Detail area of the window will default to the Default Small Balance WO Account
and Subaccount for write-offs specified on the AR Setup (08.950.00), Payment
Accounts tab. Account and Subaccount can be changed, if necessary. Enter the amount
to be written off (which will most likely be the entire remaining balance) and click OK
to return to Payment Application (08.030.00). Multiple lines of distribution may be
added, if necessary.

Note: The write-off will be posted to the document company of the invoice, debit
memo, or finance charge.

Figure 74: Small Balance Write Off (08.030.05)

168 Accounts Receivable

Ref Nbr
Identification code of the document being written off.
Doc Bal
Unpaid balance of the invoice, debit memo, or finance charge document. The total
amount to be written off must not exceed this amount.
Customer ID
Customer ID and name associated with the invoice, debit memo, or finance charge
document.
Account
Account to debit for the write-off amount. Defaults from Default Small Balance WO
Account Account on the AR Setup (08.950.00), Payment Accounts tab.
Subaccount
Subaccount to debit for the write-off amount. Defaults from Default Small Balance WO
Account Subaccount on the AR Setup (08.950.00), Payment Accounts tab.
Write Off Amt
Amount to write off to the detail Account and Subaccount.
Total Write-Off At
Sum of Write Off Amt for all detail lines. Cannot exceed Doc Bal.
 Data Entry Screens 169

Apply Customer ID to Document (08.032.00)

Apply Customer ID to Document (08.032.00) is automatically called from Payment
Applications (08.030.00) when a batch number is entered for a batch that originated in
Cash Manager and contains documents without assigned Customer IDs. Since batches
containing documents without Customer IDs cannot be processed in Payment
Applications (08.030.00), this screen allows clients to edit the document by adding
necessary Customer IDs. Once Customer IDs are entered, the batch can be processed
normally by Payment Applications (08.030.00).

Note: If customer IDs are not assigned to all documents, this batch will not display in
Payment Applications (08.030.00).

Figure 75: Apply Customer ID to Document (08.032.00)

Batch Number
The accounts receivable batch number for this transaction.
Reference Number
The document number you entered for this transaction when it was processed in the
Cash Manager module.
Doc Date
The date entered for this batch when it was processed in the Cash Manager module.
Doc Balance
The total amount of the document being processed.
170 Accounts Receivable

Customer ID
The customer ID being assigned to this document. Batches processed through Cash
Manager must be updated with a customer ID so the Payment Application (08.030.00)
can complete processing of the batch.
Save
Click to save the entries made.
Ok
Click to apply a customer ID to each document in the batch that is missing that value.
 Data Entry Screens 171

Payment Entry (08.050.00)

Used to enter the information for customer payments that are to be applied later.

Figure 76: Payment Entry (08.050.00)

In addition to Payment Entry (08.050.00), payments can be entered into Solomon

through Payment Application (08.030.00) or through Cash Account Transactions
(20.010.00) in the Cash Manager module (Cash Manager is not normally used for
recording customer receipts). When determining which window to use for payment
entry, consider these Payment Entry (08.050.00) characteristics:
• Can be used for initial payment entry
• Cannot be used to manually apply payments to invoices
• Must be used if receipt is a prepayment
• Often used in situations where data entry persons should not have ability to
manually apply payments to invoices
Prepayments may be entered in Payment Entry (08.050.00). When Prepayments are
entered, instead of affecting the accounts receivable account in the general ledger, the
prepayment will credit the liability account specified in Prepayment Account and
Prepayment Subaccount on the Customer Maintenance (08.260.00), Defaults tab. When
prepayments are applied to an invoice, debit memo, or finance charge in Payment
Application (08.030.00), the prepayment is taken out of the prepayment liability
account and credited to the accounts receivable account.
172 Accounts Receivable

Batch Area - Payment Entry (08.050.00)

Use the Batch area to define a new batch or to select an existing batch in which to enter
new payments.
Number
Unique numeric code assigned to a transaction batch.
Period to Post
Accounts receivable and general ledger fiscal period and year to which the batch
should be posted; default is the Current Period Number on AR Setup (08.950.00).
Deposit Date
Date cash was deposited in the bank account; defaults to the value in Business Date on
the Solomon File menu.
Status
Current condition of the transaction batch in Solomon; options are:
• Hold — not to be released
• Balanced — ready for release
• Partially Released — could not be completely released due to an out-of-balance
document or other problem
• Void — a deleted batch
• Unposted — released for posting to the general ledger but not yet posted
• Posted — released and posted to the general ledger
Handling
Controls the batch management function performed when you complete batch entry;
options are:
• Hold — save the batch for future editing
• Release Later — set the batch’s status to balanced to prepare for later release for
posting
• Release Now — release the batch for posting on accessing a new or different batch
or exiting Payment Entry (08.050.00)
• No Action — leave the current batch status unchanged
Total (Batch)
Running total of Document Payment Total for all documents entered for the batch.

Note: This amount is increased by any discounts taken during the batch release.
 Data Entry Screens 173

Control
Total amount of the transaction batch.

Note: This amount is increased by any discounts taken during the batch release.

Document Area - Payment Entry (08.050.00)

Use the Document area to define a new document or to select an existing document in
which to enter new transactions.
Number
Unique identifying code assigned to each document. Type the reference number of the
payment being entered. Most companies use the customer’s check number as the
reference number when they input new payments.
Type
Indicates if the document is a payment or a prepayment. Options are:
• Payment — receipt for invoice that has been billed to the customer
• Prepayment — receipt for invoice that has not yet been posted
Customer ID
Customer’s ID and name; the ID of the customer to which the payment is being
applied.
If multi-currency is enabled and a Currency ID is specified for the customer in
Customer Maintenance (08.260.00) that is different from the batch currency, an error
message or warning will appear. This depends on whether Allow Customer Currency ID
Override is selected on CM Setup (24.950.00) of the Currency Manager module.
In addition, if multi-currency is enabled and a Rate Type is specified for the customer
in Customer Maintenance (08.260.00) that is different from the batch rate type, an
error message or warning will appear, depending on whether Allow Customer Rate Type
Override is selected on CM Setup (24.950.00) of the Currency Manager module.
Customer Inquiry
Click to view the customer’s account activity.
Auto Apply
Indicates whether Solomon automatically applies the document’s payments and credit
memos to the customer’s oldest open invoices, debit memos, and/or finance charges
when you release the batch for posting. Selected if Auto Apply Payments is selected on
the Other Options tab of Customer Maintenance (08.260.00). The order of application
is based on the setting for Payment Application Sort Default on the Customer Defaults
tab of AR Setup (08.950.00). Auto Apply is display-only and cannot be changed in this
window.
174 Accounts Receivable

Account
Cash account to debit for the amount of the payment. This field defaults from Default
Cash Account Account set on AR Setup (08.950.00). It may be overridden if not correct
for this particular batch.
If the Cash Manager module is used, this value must be the same for all documents in
the batch (because the total of the batch will be posted as a single deposit in Cash
Manager).
Subaccount
General ledger cash subaccount to be debited for the amount of the document. This
field defaults from Default Cash Account Subaccount set on AR Setup (08.950.00). It
may be overridden if not correct for this particular batch.
If the Cash Manager module is used, this value must be the same for all new payment
documents in the batch (because the total of the batch will be posted as a single deposit
in Cash Manager).
Date
Date when you received the payment; defaults to the value in Business Date on the
Solomon File menu.
Balance
Total of the customer’s currently open documents; equals the customer’s prior-year
balance forward plus year-to-date invoices, debit adjustments, and finance charges
minus year-to-date payments, credit memos, and discounts taken.
Payment Total
Amount of the payment or prepayment document.
Discount
Available only if Auto Apply Payments is selected for the customer on the Customer
Maintenance (08.260.00), Other Options tab.
Total (Document)
Sum of Payment Total and Discount.
Tran Total
Running total of Amount in the Detail area.

Note: This amount is increased by any discounts taken during the batch release.
 Data Entry Screens 175

Detail Area - Payment Entry (08.050.00)

Use the Detail area to input or view transaction details for the document. Additional
detail lines will be added for any discounts taken during the batch release.
Description
An explanation of each transaction associated with the payment. The description will
default according to the selection made in Tran Description Default on the AR Setup
(08.950.00), Other Options tab.
Amount
Portion of the total payment amount that applies to the transaction line and its related
description and external reference number.
External Ref Nbr
Identification code of any external document associated with the transaction. Enter an
external reference number if desired.
Account (Detail)
Cash account to debit for the amount of the payment. The Document Account will
default in these fields. When the batch is released, payments will be posted to this cash
account and to the customer’s default accounts receivable account. Prepayments will
post to the customer’s default prepayment account. This field is display-only.

Note: In records generated for discounts taken during the batch release, this field will
contain the Default Discount Account Account from the AR Setup (08.950.00), Invoice
Accounts tab.

Subaccount (Detail)
Cash subaccount to debit for the amount of the payment. The Document Subaccount
will default in these fields. When the batch is released, payments will be posted to this
cash subaccount and to the customer’s default accounts receivable subaccount.
Prepayments will post to the customer’s default prepayment subaccount. This field is
display-only.

Note: For records generated for discounts taken during the batch release, this field will
contain the Default Discount Account Subaccount from the AR Setup (08.950.00),
Invoice Accounts tab.
176 Accounts Receivable
 Inquiry Screens 177

Inquiry Screens

Customer Inquiry (08.200.00)

Used to gather information about customers: provides a summary of each customer’s
information. Also provides access to Find Customer (08.200.01), which is used to
search for a customer based on a variety of data items.

Figure 77: Customer Inquiry (08.200.00)

Customer ID
A unique alphanumeric code assigned to a customer and the customer’s name. Enter
the Customer ID of the customer whose information you wish to view. You can search
for a customer in one of two ways:
• Use the F3 lookup function for a list of customers in the system.
• Click the Find Customer button to open the Find Customer screen, which
allows you to search for a customer by a reference number, customer order
number, etc.
178 Accounts Receivable

Click to locate a customer when only partial information is known, such as an

invoice number.
Click to view or change master file information about the customer, on Customer
Maintenance (08.260.00).
Click to view key customer contact information: name, address, contact type, order
limit, purchase order requirements, on Customer Contacts (40.370.00), in Order
Management.
Class ID
Customer’s class grouping, which is used to identify and group customers with similar
characteristics. Class ID is a display-only field showing the customer class of the
customer entered at Customer ID.
Status
Current condition of the customer in the Solomon system; options are:
• Active — Customer is eligible for all accounts receivable services; Solomon
processes all of an active customer’s documents without any restrictions.
• Admin Hold — Customer is on administrative hold; Solomon does not permit
document entry for this customer.
• One Time — Customer is a one-time customer; Solomon deletes one-time
customer information when the customer’s account has no open documents and all
documents are in prior fiscal periods beyond the maximum number of periods
Solomon is to retain transactions.
• Inactive — Customer is not active; Solomon does not permit new document entry
for this customer.
Status is a display-only field showing the status of the customer entered at
Customer ID.

Select Company Area - Customer Inquiry (08.200.00)

Used to select which company’s information is displayed.
Specific
Select to show information and totals for a specific company. If you select Specific,
enter the Company ID at Company ID.
All
Select to show information and totals for all the companies in the Solomon database. If
you select All, Company ID will be unavailable.
Company ID
Type a specific company’s alphanumeric identification.
 Inquiry Screens 179

Customer Balance Area - Customer Inquiry (08.200.00)

Information about the customer’s various account balances. The icon to the side of
each amount field allows access to a list of documents which make up the balance
displayed.
Current
Total of the customer’s accounts receivable documents as of the current fiscal period
for the company selected. Click the Current Documents button to access Customer
Activity (08.260.04), which lists the open documents comprising the Current balance.

Note: This does not necessarily tie to the current balance if payments are made to a
document in a later period (for example, if an invoice is posted in period one — current
period — and a payment is received in period two, they will show up in Current and
Future, respectively, but the net document balance will show up in the Current
Documents display, not the Future Documents display).

Current Documents (button)

Click to display all current open documents for this customer.
Future
Total of the customer’s accounts receivable documents currently entered but marked
for posting to a future fiscal period for the company selected. Click the Future
Documents button to access Customer Activity (08.260.04), which lists the open
documents comprising the Future balance.
Future Documents (button)
Click to display all future open documents for this customer.
Accrued Rev
Total of a customer’s revenue accrued from Order Management shipments made and
accrued for the company selected. Click the Accrued Rev Detail button to access
Customer Activity (08.260.04), which lists the open documents comprising the balance.
Accrued Rev Documents (button)
Click to display all accrued revenue documents for this customer.
Open Order
Total of a customer’s open sales orders for the company selected. Click the Open
Orders button to access Customer Activity (08.260.04), which lists the open
documents comprising the balance.
Open Orders (button)
Click to display all open orders for this customer.
180 Accounts Receivable

Prepayments
Total of a customer’s unapplied prepayments for the company selected. Click the
Prepayments Documents button to access Customer Activity (08.260.04), which
lists the open documents comprising the Prepayments balance.
Prepayments Documents (button)
Click to display all unapplied prepayments received from this customer.
Last Invoice Date
Date of the customer’s most recent invoice (the last invoice that was charged to the
customer).
Last Activity Date
Date of the customer’s most recent account activity (the last activity of any kind in the
customer’s account).
Date of Oldest Invoice
Date of the customer’s oldest invoice in the system.

Credit Information Area - Customer Inquiry (08.200.00)

Information about the customer’s credit.
Limit
Maximum amount of goods or services the customer can purchase on terms; zero
specifies that the customer has unlimited credit. Customer credit limit is established in
Customer Maintenance (08.260.00).
Available
Customer’s amount of credit remaining (credit limit less outstanding documents).
Avg Days to Pay
Average days to pay is the number of days, on average, from the date when you
invoice the customer to the date when you receive the customer’s invoice payment.
This value is computed by Solomon.
 Inquiry Screens 181

Credit Check
Credit check option currently specified for the customer in the Solomon system;
available only when the Order Management module is installed. Order Management
uses this value to determine the appropriate credit checking behavior for the customer.
Note that the credit checking for accounts receivable is controlled by the Credit Limit
Checking area on the AR Setup (08.950.00), Other Options tab. Options are:
• Credit limit Only
• Credit Limit + Past Due
• COD Only (available only if customer’s terms are COD)
• Always Hold
• Never Sell
• No Credit Checking
• Not Available
The credit check option for each customer is defined in Customer Maintenance
(08.260.00).
Grace Period
The Grace Period is the number of days that payment on an invoice can be late before it
is considered past due, and is defined on the Customer Information tab in Customer
Maintenance (08.260.00). If a customer’s Credit Check is “Credit Limit + Past Due”
then Order Management sales orders will be put on credit hold if the invoice payment
is not made within the grace period.

Note: The grace period is in addition to the terms. For example, if the terms is net 30,
and the grace period 7, then the invoice would be considered past due if not paid within
37 days of the invoice date.

Aging Area - Customer Inquiry (08.200.00)

Displays the amount of outstanding accounts receivable documents for each aging
category at the time the aging process was last run in Age Customer Detail (08.530.00).
The number and type of aging categories are controlled by information entered on
Statement Cycle (08.280.00).
182 Accounts Receivable

Find Customer (08.200.01)

Used to identify a customer based on related known information such as an invoice
number or order number. Allows you to search for a customer based on a variety of
data items including reference number of a document, period to post, sales order
numbers, etc.
The Search Results area is used to view the results of the search: documents retrieved
as a result of the search using the selection criteria. The grid displays various data
about each document returned. Once you determine the specific document, click on it
and Current Selection (at the bottom of the window) will change to the customer ID
attached to the document. Then, you may click Select to return to Customer Inquiry
(08.200.00) with the Customer ID and have Solomon display the information for the
customer.

Figure 78: Find Customer (08.200.01)

Find Customer (08.200.01) is opened by clicking the Find Customer button in

Customer Inquiry (08.200.00).
Selection Criteria
The Selection Criteria area enables you to enter the information that you know about a
document and have Solomon search the database for matching data. You can specify
whether to have the search performed in accounts receivable data or in Order
Management data, by selecting the appropriate option at the top of the window.
 Inquiry Screens 183

You may enter information in multiple fields within each module. The more
information entered, the shorter the list of results.
• Search in Accounts Receivables — Select to search for the customer in the
Accounts Receivable module.
• Search in Order Management — Select to search for the customer in the Order
Management module.
Reference Number
Unique code assigned to the customer’s accounts receivable documents.
Period to Post
Fiscal period.
Project (Accounts Receivables area)
Associates the document with a specific project set up in the Project Controller
module.
Sales Order Nbr
Document’s associated customer sales order number.
Project (Order Management area)
Associates the document with a specific project set up in the Project Controller
module.
Customer Ord Nbr
Optional customer order number associated with the original order, if the document
originated in the Order Management module.
Search/Refresh (button)
Once the selection criteria have been entered, click to display the customer information
based on the selection criteria. Solomon searches the database for data and returns and
results to the Search Result area.
Customer ID
A unique alphanumeric code assigned to a customer.
Invoice Number
Unique identifier of the document. This will contain the invoice number, payment
number, credit memo number, etc., depending on the document type.
Sales Order Nbr
Number of the document’s associated customer sales order number.
184 Accounts Receivable

Customer Ord Nbr

Optional customer order number associated with the original order, if the document
originated in the Order Management module.
Project
Associates the invoice, memo, or sales order with a specific project set up in the
Project Controller module.
Type
Indicates whether the document is an invoice (IN), credit memo (CM), debit memo
(DM), payment (PA), cash sale (CS), small balance write-off (SB), small credit write-
off (SC), NSF check (NS), NSF charge (NC), finance charge (FI), or prepayment (PP).
Amount
Original amount of the document.
Date
Document date.
Account
Account to which the document was posted. Typically, this will be the accounts
receivable account for invoices and the cash account for payments.
Subaccount
Subaccount to which the document was posted. Typically, this will be the accounts
receivable subaccount for invoices and the cash subaccount for payments.
Current Selection
Currently selected customer ID.
Select (button)
Click to select the highlighted customer ID and transfer back to Customer Inquiry
(08.200.00), the originating window.
Cancel (button)
Click to close Find Customer (08.200.01) and return to Customer Inquiry (08.200.00).
 Inquiry Screens 185

Shipments (08.200.02)
Used to look up the ship date and amount of a shipment against an order (called from
Open Orders (08.200.03)) or the shipments included on an invoice generated by Order
Management (called from Customer Activity (08.200.04)).

Figure 79: Shipments (08.200.02)

Order Number/Invoice Number

If called from Open Orders (08.200.03), the sales order number of the original order
will display. If called from Customer Activity (08.200.04), the invoice number on
which the shippers were invoiced will display.
Shipper ID
ID of the shipper used to fill the customer order.
Status
Describes the status of the shipment:
• O — Open Order
• C — Closed
Planned Ship Date
Date that the shipper was scheduled to be shipped.
186 Accounts Receivable

Actual Ship Date

Date the shipper actually shipped.
Batch Number
Number assigned to the accounts receivable batch in which the shipper invoice was
posted.
Cury Shipper Total
Total amount of the shipper, expressed in the transaction currency.
Shipper Total
Total amount of the shipper, expressed in the base currency.
Shipment Detail
Click to access Shippers (40.110.00) to look up details about the shipment. See the
Order Management online help or user guide for more information.
 Inquiry Screens 187

Open Orders (08.200.03)

Used to view a customer’s open orders.

Figure 80: Open Orders (08.200.03)

Order Number
Sales order number of the original order, if the document originated in the Order
Management module.
Order Type
Order Management order type of the document.
Order Date
Date that appears on the sales order document.
Status
Describes the status of the shipment:
• O — Open Order
• C — Closed
Cury Order Total
Total amount of the order, expressed in the transaction currency.
Base Order Total
Total amount of the order, expressed in the base currency.
Cury Unshipped Balance
Remaining unshipped balance of the order, expressed in the transaction currency.
188 Accounts Receivable

Unshipped Balance
Remaining unshipped balance of the order, expressed in the base currency.
Customer Ord Nbr
The customer purchase order number entered for the order.
Ship-to Name
The name of the entity to whom the items on the order will be sent.
Contract Number
The contract number that this sales order is part of.
Buyer Name
The name of the buyer associated with the sales order document.
Shipments
Click to access Shipments (08.200.02) where you can view details about a shipment on
the highlighted order.
Order Detail
Click to access Sales Orders (40.100.00) where you can view details about the order.
See the Order Management online help or user guide for more information.
 Inquiry Screens 189

Customer Activity (08.200.04)

Used to view a customer’s account activity. The customer detail appearing in this
window depends on the Documents button clicked in Customer Inquiry (08.200.00).
Clicking the button next to Current will display current documents; clicking the button
next to Future will display the documents included in the future balance; etc.
The field at the top of Customer Activity (08.200.04) indicates the documents being
displayed.

Figure 81: Customer Activity (08.200.04)

Documents can be highlighted and the buttons at the bottom of the screen clicked to
drill down to additional information related to the highlighted document.
Click OK to return to Customer Inquiry (08.200.00).
Include Applications
Select to include the application of credits and payments.
Document Type
Type of accounts receivable document you are currently reviewing; options are
invoice, debit memo, credit memo, payment, discount allowed, cash sale, small balance
write-off, small credit write-off, NSF charge, NSF reversal, payment reversal, and
finance charge.
Reference Nbr
Unique identification code assigned to each of the customer’s accounts receivable
documents that distinguishes the document from all other documents in Solomon.
Original Amount
Original document amount, expressed in the base currency.
190 Accounts Receivable

Doc Balance
Remaining unpaid or unapplied balance of the document, expressed in the base
currency.
Discount Balance
Any remaining discount amount to be taken on the document, expressed in the base
currency.
Currency RGOL
Total currency gain or loss realized on the document when applying a payment to an
invoice with an exchange rate that has changed since the invoice was created.
Document Date
Date of the document.
Period To Post
Period of the document’s application in the general ledger.
Our Order Nbr
Sales order number of the original order. Populated automatically if the document
originated in the Order Management module.
Customer Ord Nbr
Optional customer order number associated with the original order, if the document
originated in the Order Management module.
Master Doc Nbr
The reference number of the master document used to generate multiple installment
documents.
Installment Nbr
Number of the installment.
Balance in Orig Cury
Remaining unpaid or unapplied balance of the document, expressed in the transaction
currency.
Currency ID
Transaction currency of the document.
Invoice Details
Opens Document Maintenance (08.250.00) and displays the currently selected invoice
details.
 Inquiry Screens 191

Shipper Details
Opens Shipments (08.200.02) and displays the shippers associated with the currently
selected invoice. Available only if the document was generated from Order
Management.
Order Detail
Click to access Sales Orders (40.100.00) where you can view details about the order.
See the Order Management online help or user guide for more information.

Note: If the highlighted invoice was created in Order Management as a consolidated

invoice, the sales order number displayed will be the sales order number contained in
the invoice header, which will be the smallest sales order number actually included in
the invoice. To inquire into all sales orders included in the invoice, click the Shipper
Details button.
192 Accounts Receivable

Application Inquiry/Reversal (08.240.00)

Used to view and reverse payments, prepayments, small balance write-offs, and credit
memos that were applied to the wrong invoice, for the wrong customer, or with a check
returned for non-sufficient funds (NSF) in the customer account. If this reversal is from
an NSF check, the reversal may generate a bank charge if Automatically Generate NSF
Check Bank Charge is selected on the AR Setup (08.950.00), Customer Defaults tab.
Payment and credit memo applications may also be reviewed in Customer Activity
(08.260.04) by selecting Include Applications and refreshing the data. Application
Inquiry/Reversal (08.240.00) allows three basic reversing functions: reversing an
application, voiding a payment (NSF checks), and reclassifying a payment to another
customer.
If a payment is applied to the wrong invoice you can void the check or reverse the
payment. If a payment is entered for the wrong customer, you can reassign the payment
to the correct customer. Unapplied payments may be reclassified or voided. Partially
applied payments may be unapplied, reclassified or voided. Prepayments and payments
have the same functionality.

Notes:
• Centralized Cash indirectly affects this screen. When a payment is selected for
reversal that originally generated inter-company transactions, a new general ledger
batch is created. This general ledger batch reverses all inter-company transactions
related to the application.
• Reclassified payments retain the same reference number of the original payment if
that reference number is not already in use by a new customer. If the number is in
use, the next sequential number will be assigned. Reclassified payments create no
entries for Cash Manager.
• Small balance write-offs are separate documents and can be voided separate from
a payment void.
 Inquiry Screens 193

Figure 82: Application Inquiry/Reversal (08.240.00)

Document Area - Application Inquiry/Reversal (08.240.00)

Use the Document area to select an existing document to review or process.
Customer ID
Unique alphanumeric code assigned to a customer for whom documents may be
selected for inquiry and reversal. Because this can potentially be an inquiry, both active
and inactive customers are allowed.
Find Payment/Memo (button)
To find a specific payment or memo click the Find Payment/Memo button next to
Customer ID. This opens Payment/Memo Selection (08.240.01), which is used to select
any misapplied payments that should be reversed. Payments may need to be reversed
because they were applied to the wrong invoice, to the wrong customer, or because
their check was returned for non-sufficient funds (NSF).
Pmt/Memo Nbr
Unique identifying code assigned to each document. Enter the reference number of the
payment, prepayment, small balance write-off, or credit memo you want to review. Use
the inquiry function to view documents related to the specified customer.
194 Accounts Receivable

Type
Indicates if the document is a payment (PA), prepayment (PP), credit memo (CM), or
small balance write-off (SB).
Date
Document date of the specified document.
Pmt/Memo Amt
Total original amount of the specified document.
Company ID
Indicates the company to which the document was posted. This field appears only if
the Multi-Company module is enabled.
Account
Account to which the selected document was posted. This is typically a cash account
for payments or prepayments and the accounts receivable account for credit memos or
small balance write-offs.
Subaccount
Subaccount to which the selected document was posted. This is typically a cash
subaccount for payments or prepayments and the accounts receivable subaccount for
credit memos or small balance write-offs.
Customer Balance
Current payment balance due from the customer, specified in base currency.

Process Area - Application Inquiry/Reversal (08.240.00)

Use the Process area to select the type of process (if any) that should be completed on
the selected payment or memo.
Reverse Selected Application
Select to specify individual invoices to reverse (“unapply” payments or memos). This
function can be used whenever a payment-type document has been erroneously applied
to an invoice-type document. The net effect of this function is to reinstate as unpaid the
invoice (or portion of the invoice) to which the payment, prepayment, or credit memo
was applied and allow you to re-apply the payment, prepayment, or credit memo to
another invoice. Reverse Selected Application is the default option for the Process area.
The reversing ARAdjust record has the same adjusting and adjusted values as the
original application. The amount is simply stored as a negative value.

Note: This process is not available for small balance write-off documents.
 Inquiry Screens 195

Reclassify Application to New Customer

Select this option if the payment or prepayment was entered to the wrong customer.
When reclassified, the original payment document and all related applications,
including small credit write-offs associated with the payment, are reversed for the
original customer, and a new unapplied payment is created for the new customer.
When you select this option, New Customer ID must also be completed.
Void Selected Application (NSF Check)
Select to reverse a payment, prepayment, or small balance write-off document. This is
usually as the result of payments returned by the bank due to insufficient funds. This
process reverses the document and its related applications in the system. Void Selected
Application creates two new documents: one called NSF Reversal for the amount of the
payment and another to create a charge to the customer’s account for the NSF charge
amount specified in AR Setup (08.950.00).
If Automatically Generate NSF Check Bank Charge is selected on the AR Setup
(08.950.00), Customer Defaults tab, the Charge NSF Fee checkbox will be activated. If
you select Charge NSF Fee, the fee will be charged against the customer’s account in a
separate batch. Clear Charge NSF Fee if you do not wish to charge the fee. The amount
of the charge is obtained from the NSF Check Bank Charge amount specified on the AR
Setup (08.950.00), Customer Defaults tab.
A single ARAdjust record is always created for the full amount of the payment. The
type of reversing adjustment is indicated in AdjdDocType as either NS (Non-sufficient
Funds Charge) or RP (Reclassified Payment).

Note: If Cash Manager is installed, the reversal will be reflected in the cash account
reconciliation using the business date specified when the document is voided. None of
the other processes will be reflected in cash.

New Customer ID
Unique alphanumeric code assigned to a customer and the customer’s name; available
only if Reverse Application to New Customer is selected. When reclassifying a payment
to a different customer, enter the other customer’s ID here.

Detail Area - Application Inquiry/Reversal (08.240.00)

Use the Detail area to view application details and specify the applications to process
for the document.
Selected
Select to reverse the payment applied to the document.

Note: The Selected checkbox is relevant only if the user has selected Reverse Selected
Application in the Process area. If Reclassify Application to New Customer or Void
Selected Application (NSF Check) is selected, this field is not relevant because all
applications will be reversed regardless of selection.
196 Accounts Receivable

Reference Nbr
Unique identifying code of the invoice-type document to which the payment or memo
document specified in the Document area was applied.
Document Type
Indicates whether the document is an invoice (IN), debit memo (DM), finance charge
(FI), NSF check charge (NC), small credit write-off (SC), payment reversal (RP), or
NSF check reversal (NS).
Date Applied
Date the document was applied.
Amount Applied
Amount applied to the document, specified in base currency.
Discount Applied
Amount of the discount that was applied.
RGOL
Realized gain or loss recognized when the document specified in the Document area
was applied.
Batch Nbr
Unique numeric code assigned to a transaction batch in which the application was
made.
Select All (button)
Click to select all applications for reversal; available only if Reverse Selected
Application is selected.
Clear Selections (button)
Click to deselect all applications for reversal; available only if Reverse Selected
Application is selected.
Cancel Inquiry (button)
Click to close the window.
Begin Processing (button)
Click this button to initiate the process selected in the Process area. Only applications
selected in the Detail area will be reversed when Reverse Selected Application is
selected.

Note: The process will not run if the document is currently being processed or was
previously processed.
 Inquiry Screens 197

Payment/Memo Selection (08.240.01)

A subscreen of Application Inquiry/Reversal (08.240.00) used to select payments for
reversal that were applied to the wrong invoice, for the wrong customer, or with a
check returned for non-sufficient funds (NSF).
Use the Select Criteria area to limit the documents returned to the grid when the Find
Payment/Memo button is used. Select Criteria works on a cumulative basis. The more
criteria entered will return fewer results.
The find function only looks for documents in the current company. If the document
you are searching for is in another company, you may not find it here. Instead, you can
view the company information (including documents) in Customer Activity
(08.200.04).

Figure 83: Payment/Memo Selection (08.240.01)

Payment/Memo Selection (08.240.01) is opened by clicking the Find Payment/Memo

button to the right of Customer ID in Application Inquiry/Reversal (08.240.00).
Customer ID
Unique alphanumeric code assigned to a customer.
Reference Nbr
Unique identifying code assigned to each document. Enter the reference number, if
known, for the payment/memo desired.
198 Accounts Receivable

Invoice Nbr
Unique identifying code assigned to each invoice. If the invoice number to which the
payment or memo was applied is known, enter it here.
Begin Period
Beginning period of range of periods to search for documents. If the beginning period
range of the payment/memo is know enter it here.
End Period
Ending period of range of periods to search for documents. If the ending period range
of the payment/memo is know enter it here.
Find Payment/Memo (button)
Once the select criteria are completed, click to search and display all payments,
prepayments, credit memos, and small balance write-offs that match the specified
criteria. Details of the documents that match the criteria appear in the grid.
Selected
Select to reverse the payment applied to the document (payment/memo). By selecting
Selected, you choose which payment or memo you want to view (load) in Application
Inquiry/Reversal (08.240.00). You may select only one document.
Reference Nbr
Unique identifying code assigned to the payment or memo.
Doc Type
Indicates whether the payment or memo document is a payment (PA), prepayment
(PP), credit memo (CM), or small balance write-off (SB).
Customer ID
Unique alphanumeric code assigned to a customer.
Original Doc Amt
Amount of the document that was applied.
Doc Date
Document date of the payment or memo.
Account
Account to which the selected document was posted. This is typically a cash account
for payments or prepayments and the accounts receivable account for credit memos or
small balance write-offs.
 Inquiry Screens 199

Subaccount
Subaccount to which the selected document was posted. This is typically a cash
subaccount for payments or prepayments and the accounts receivable subaccount for
credit memos or small balance write-offs.
Batch Nbr
Unique numeric code assigned to a transaction batch.
Ok (button)
Click to select the payment or memo document and returns to Application
Inquiry/Reversal (08.240.00).
Cancel (button)
Click to clear the screen and return to the originating screen.
200 Accounts Receivable
 Maintenance Screens 201

Maintenance Screens

Document Maintenance (08.250.00)

Used to edit the non-financial information of open invoices, debit memos, and credit
memos entered on Invoice and Memo (08.010.00) and to review the information of all
accounts receivable documents maintained by Solomon, including ones from prior
fiscal periods that are paid in full.

Figure 84: Document Maintenance (08.250.00)

Document Area - Document Maintenance (08.250.00)

Use the Document area to select an existing document to view or modify.
Customer ID
Customer’s ID and name.
202 Accounts Receivable

Customer Inquiry
Click to review the customer’s account maintained on Customer History
(08.261.00). Through a series of drill-down screens, you will be able to look at
customer details, history, and other documents.
Balance
Shows the remaining unpaid or unapplied document balance.
Type
Identifies the document type.
Ref Nbr
A unique code assigned to each document.
Batch Nbr
A unique numeric code assigned to a transaction batch.
Per to Post
Accounts receivable and general ledger fiscal period and year to which the document is
to be or was posted.
Per Closed
The most recent fiscal period and year in which an application or posting to the
document was made, for a document that is paid in full.
 Maintenance Screens 203

Document Information Tab - Document Maintenance (08.250.00)

Used to view information about the accounts receivable document.

Figure 85: Document Information tab of Document Maintenance (08.250.00)

Sales Ord Nbr

Number of the sales order associated with the document. If the Order Management
module is being used, this value will contain the lowest sales order number associated
with the document.

Note: If the document was created by Consolidated Invoice (40.682.00) in the Order
Management module, multiple sales orders can be included on the same document.

Description
A brief explanation of the document.
Terms
Terms ID that controls the discount and due dates and discount amount of the
document and explanation of the discount percent and discount days associated with
the terms ID.
204 Accounts Receivable

Terms Detail
Click to display document details for multiple installment documents.
Company ID
Company to which the document was posted.
Doc Date
Date of the document.
Disc Date
Date by which the document must be paid in order to receive the specified document
payment discount.
Due Date
Date on which payment of the document is due.
Disc Amt
Any remaining payment discount amount available to take on the document.
Doc Amt
Original document amount.
 Maintenance Screens 205

AR Account Tab - Document Maintenance (08.250.00)

Used to view information about the company and accounts receivable account and
subaccount to which the document was posted.

Figure 86: AR Account tab of Document Maintenance (08.250.00)

Company ID
Identification number and name of the company to which the document was posted.
Account
Account to which the document was posted. This is typically the accounts receivable
account for invoices, credit memos, debit memos, etc. and a cash account for payments
or prepayments.
Subaccount
Subaccount to which the document was posted. This is typically the accounts
receivable subaccount for invoices, credit memos, debit memos, etc. and a cash
subaccount for payments or prepayments.
206 Accounts Receivable

Detail Area - Document Maintenance (08.250.00)

Use the Detail area to view transaction details for the document.
Company ID
Company to which the line was charged.
Account
Account to which the line was charged.
Project
Associates the document with a specific project set up in the Project Controller
module; available only if you are using the Project Controller module and have
completed Project Controller Setup (06.950.00).
Task
Associates the transaction with a specific task set up in the Project Controller module;
available only if you are using the Project Controller module and have completed
Project Controller Setup (06.950.00).
Subaccount
Subaccount to which the line was charged.
Description
An explanation of the transaction.
Quantity
Total number of items involved in the transaction.
Unit Desc
Description of the unit of measure for the Quantity.
Unit Price
Per-unit selling price of the transaction item.
Amount
Extended amount of the items involved in the transaction; calculated by multiplying
unit price by total quantity if both are entered.
Eff Amt
Effective or current amount due from the customer.
Tax Category
Tax classification applied to the item, if appropriate; entry is optional; available only if
Allow Tax Entry is selected on the Other Options tab of AR Setup (08.950.00).
 Maintenance Screens 207

Tax ID
Regular or group tax ID associated with the transaction; an asterisk (*) indicates that
multiple tax IDs are associated with the transaction; available only if Allow Tax Entry is
selected on the Other Options tab of AR Setup (08.950.00).
Tax
Click to display Tax.
208 Accounts Receivable

Customer Maintenance (08.260.00)

Used to define, view and, modify customer information (data such as addresses,
defaults for speeding data entry, tax information, payment data, currency information,
sales options) in Solomon. Also used for accessing historical transaction-based
customer data.

Figure 87: Customer Information tab of Customer Maintenance (08.260.00)

Caution: The following must be set up before use in Customer Maintenance

(08.260.00): Shared Information terms, Shared Information taxes, Order Management
price levels, customer classes, statement cycles, salespersons, sales territories.

Note: There are options in Shared Information’s Flexkey Definition (21.320.00) for
customer IDs that you use to set customer ID length at up to 15 characters, with up to
four segments. You also can require validation of the segment values. Segments are not
used as often with customer IDs as they are with general ledger subaccounts, as there
are other options available for classifying customers, such as Customer Classes and
Sales Territories.
If you decide to use the flexkey features for Customer ID in Customer Maintenance
(08.260.00), those should be set up prior to entering any customers in the system.
 Maintenance Screens 209

Customer ID
A unique alphanumeric code assigned to a customer. Enter the Customer ID according
to your company’s policy.
Class ID
Customer’s class grouping, which is used to identify and group customers with similar
characteristics. When the customer class is entered, the following fields will be filled
from the default settings in Customer Class (08.290.00): Price Class, Terms, Trade
Discount, AR Account, AR Subaccount, AR Sales Account, AR Sales Subaccount,
Prepay Account, Prepay Subaccount. If Order Management is installed, the following
fields will be filled from the default setting in Customer Class (08.290.00): COGS
Account, COGS Subaccount, Freight Account, Freight Subaccount, Misc Charges
Account, Misc Charges Subaccount, OM Sales Account, OM Sales Subaccount, Discount
Account, and Discount Subaccount.
Status
Current condition of the customer in the Solomon system; options are:
• Active — Customer is eligible for all accounts receivable services; Solomon
processes all of an active customer’s documents normally without any restrictions.
• Admin Hold — Customer is on administrative hold (any sales orders entered for
this customer will automatically be placed on hold); Solomon does not permit
document entry for this customer until the customer’s status is changed to Active
or One Time.
• One Time — Customer is a one-time customer (a customer you know will only
buy from you one time and you want to be able to delete from the database
according to normal deletion policies); Solomon deletes one-time customer
information when the customer’s account has no open documents and all
documents are in prior fiscal periods beyond the maximum number of periods
Solomon is to retain transactions.
• Inactive — Customer is not active; Solomon does not permit new transaction
document entry (invoice, payment, order, etc.) for this customer until the
customer’s status is changed to Active or One Time. Documents previously
entered into the system will be processed.
210 Accounts Receivable

Customer Information Tab - Customer Maintenance (08.260.00)

Used to input or view information about the customer. Each customer has their own
specific credit information. If a customer is set up with credit checking, when orders
are processed for the customer Solomon will determine if the customer has sufficient
credit available for the order.
The Balance area presents historical data for each customer as well as the amount of
sales to the customer on open orders. These fields are for display purposes only and
cannot be changed except when you are in Initialize mode.

Figure 88: Customer Information tab of Customer Maintenance (08.260.00)

Name
Customer’s name. Enter the customer name you want to display on invoices,
statements, and reports. If you do not wish to sort the customer alphabetically using the
first word in their name, insert the @ symbol before the word or characters in the
customer’s name you wish to use.
 Maintenance Screens 211

Trade Discount %
Discount percentage given to the customer in addition to any regular price or percent
discounts. Trade Discount % will be filled from the default values in Customer Class
(08.290.00). A different rate may be entered, if necessary. (A rate of 1.50% should be
entered as 1.50, rather than 0150.) This value will be used as the default for the
discount percent on the Sales Orders (40.100.00) and Shippers (40.110.00), Line Items
tab for the customer for sales order entries. It can be overridden on a line-by-line basis.
Pricing is a function of the Inventory module, in conjunction with the Order
Management module. If you are not using those modules, entries in this field will be
ignored.
Price Class
Identification code of the customer’s price class; filled from Customer Class
(08.290.00). Price classes are set up on Item Price Classes (40.390.00) in the Order
Management module, and are used in the Order Management module to record
separate price lists for the same inventory items. If the Inventory and Order
Management modules are not in use, this field cannot be used.
Terms ID
Code assigned to predefined vendor payment and customer sales terms, such as net 30
days with a 2% discount. Set up customer terms on Terms Maintenance (21.270.00) in
the Shared Information module. Terms ID controls the defaulting of discount and due
dates, the payment discount amount of the invoice or memo, and the explanation of the
discount percent and discount days associated with the terms ID.
Terms ID will be filled from Customer Class (08.290.00). A different ID may be
entered. This value may be overridden when entering invoices or orders.
Credit Check
Credit Check controls the type of credit checking performed when entering or
processing customer documents; only available when the Order Management module is
installed. Order Management uses this field to determine the appropriate credit
checking process to perform for specific customers.
Credit checks are performed in the Order Management module when an order is
created, and based on Hold on Credit Failure on the Order Types (40.200.00), Steps tab.
If Hold on Credit Failure is selected for the order type step, a credit check will be
performed at that step in the process. If an order fails the credit check, it will be put on
credit hold and cannot advance to the next step in the process.
The credit check options are:
• Credit limit Only — Checks that the balance of outstanding accounts receivable
invoices plus open orders does not exceed the amount entered in Limit.
• Credit Limit + Past Due — Performs the Credit limit Only check, and checks that
no invoices are past due more than the Grace Period.
212 Accounts Receivable

• COD Only — Uses COD payment terms for all order/shippers created for this
customer. This option is available only if the terms ID specified for the customer is
COD on the Shared Information’s Terms Maintenance (21.270.00), Terms tab.
• Always Hold — This customer’s orders are automatically put on Administrative
Hold.
• Never Sell — A message will appear, indicating that you should never sell to this
customer.
• No Credit Checking — Do not perform any credit checking for this customer.
• Not Available — The credit checking function is not available (displayed only if
the Order Management module is not installed.

Note: The credit checking for accounts receivable is controlled by the Credit Limit
Checking area on the AR Setup (08.950.00), Other Options tab.

Limit
Maximum amount of goods or services the customer can purchase on terms (the
amount of credit this customer can have at any one time); zero specifies that the
customer has unlimited credit. The credit limit here will be used when entering
invoices or sales orders in conjunction with the credit checking options specified.
Available
Customer’s amount of credit remaining; this is credit limit plus prepayments minus
outstanding invoices, accrued revenues, and open orders.
Avg Days to Pay
Average days to pay is the number of days, on average, from the date when you
invoice the customer to the date when you receive the customer’s invoice payment for
the current company (i.e., the average number of days it takes the customer to pay off
credit purchases).
Grace Period
The Grace Period is the number of days that payment on an invoice can be late before it
is considered past due. If a customer’s Credit Check is Credit Limit + Past Due then
Order Management sales orders will be put on credit hold if an invoice payment is not
made within the grace period.

Note: The grace period is in addition to the terms. For example, if the terms is net 30,
and the grace period 7, then the invoice would be considered past due if not paid within
37 days of the invoice date.

Credit Manager ID
ID of the credit manager assigned to the customer who performed the customer credit
check. Use the inquiry function for a list of valid credit managers.
 Maintenance Screens 213

Current
Total of the customer’s accounts receivable documents as of the current fiscal period.
Future
Total of the customer’s accounts receivable documents currently entered but marked
for posting to a future fiscal period.
Accrued Rev
Total of a customer’s revenue accrued from Order Management shipments made and
accrued.
Open Order
Total of a customer’s open sales orders.
Shipped
Total of all shippers not yet invoiced for the customer.
Pre-Payments
Total of all prepayments made for this customer.
Past Due
Total of all past-due invoices for this customer.
Last Invoice
Date of the customer’s most recent invoice.
Last Activity
Date of the customer’s most recent account activity.
History
Click to display Customer History (08.261.00).
Activity
Click to display Customer Activity (08.260.04).
Shipping Addresses
Click to display Shipping Address (08.262.00).
214 Accounts Receivable

Address Tab - Customer Maintenance (08.260.00)

Used to input or view the customer’s main and billing addresses. The customer billing
address can be copied from the main address by clicking Copy to Bill To. You may then
edit the address or enter the address you want to use for sending mail to the customer.
If you do not enter a billing address in this screen, Solomon will automatically copy the
billing address from the main address fields.

Figure 89: Address tab of Customer Maintenance (08.260.00)

Name
Customer’s name.
Attention
Name of the person or department to whom the documents should be delivered.
Salutation
Personal greeting used on correspondence with the customer.
 Maintenance Screens 215

Address Line 1
Customer’s suite number or the name and number of a customer’s street location.
Address Line 2
Customer’s post office box number or the name and number of a customer’s street
location, if a suite number is entered on the first address line.
City
The municipality where the customer is located.
State/Province
Customer’s two-letter state abbreviation.
Postal Code
Customer’s five-digit or ZIP+4 digit zip code.
Country/Region
Customer’s three-letter country/region abbreviation.
Phone/Ext
Customer’s area code, telephone number, and extension.
Fax/Ext
Customer’s area code, fax number, and extension number.
E-Mail Address
Customer’s e-mail address.
Copy to Bill To
Click to copy the customer’s main address information to the Bill To fields.
Bill To
Bill to address.
216 Accounts Receivable

Defaults Tab - Customer Maintenance (08.260.00)

Used to define more default values to be used by the system when processing sales
orders, invoices and memos: customer sales tax, currency, and account information
used during various accounts receivable data entry operations; Tax Defaults are
available only if Allow Sales Tax Entry is selected on Other Options tab of AR Setup
(08.950.00).

Figure 90: Defaults tab of Customer Maintenance (08.260.00)

Most of the values on the Defaults tab may be overridden during data entry, with the
exception of Prepayment Account and Prepayment Subaccount.
The Tax area is used to input or view the tax defaults for a customer; available only if
Allow Sales Tax Entry is selected on the Other Options of AR Setup (08.950.00). The tax
information stored here is used as the default when entering invoices and sales orders if
Default From is set to Customer. These tax-related values are also used as defaults for
the corresponding fields in the Detail area on Shipping Address (08.262.00).
The Currency area is used to input or view currency defaults for a customer. The GL
Accounts area is used to select the general ledger accounts from which to debit and
credit sales to the customer; includes settings for accounts receivable, sales, and
prepayments. Default accounts and subaccounts are obtained from Customer Class
(08.290.00).
 Maintenance Screens 217

Default From
Controls where Solomon is to retrieve the default tax IDs used when you enter
accounts receivable documents (invoices, orders, and memos) for the customer in
Invoice and Memo (08.010.00) and in the Order Management module. Default sales tax
information can be entered in this window and in Shipping Address (08.262.00).
Options are:
• Address — Retrieve the tax IDs from the customer’s shipping address in Shipping
Address (08.262.00). If this option is selected, Invoice and Memo (08.010.00) will
use Dflt ShipTo ID on the Order Management tab as the shipping address from
which to retrieve the tax information.
• Customer — Retrieve the tax IDs specified for the customer in the Tax area on the
Customer Maintenance (08.260.00), Defaults tab.
Registration Nbr
Tax registration number assigned to the customer if such a number is required for tax
reporting purposes. This number is included on some reports.
Location ID
Identification code representing a tax location associated with the customer. This is an
optional field for tracking customers by a location. Location ID will accept any entry.
Some of the accounts receivable reports can be printed using the location ID as a
selection field.
Tax ID 1
First default tax IDs and/or group tax ID associated with the customer; to be used as
defaults when entering sales orders or invoices and memos for the customer if Default
From is set to Customer.
Tax ID 2
Second default tax IDs and/or group tax ID associated with the customer; to be used as
defaults when entering sales orders or invoices and memos for the customer if Default
From is set to Customer.
Tax ID 3
Third default tax IDs and/or group tax ID associated with the customer; to be used as
defaults when entering sales orders or invoices and memos for the customer if Default
From is set to Customer.
Tax ID 4
Fourth default tax IDs and/or group tax ID associated with the customer; to be used as
defaults when entering sales orders or invoices and memos for the customer if Default
From is set to Customer.
218 Accounts Receivable

Currency ID
ID of the currency in which you conduct business with the customer. Enter the
Currency ID for the customer. You may use the inquiry functions to look up the
available currencies set up in the Currency Manager module.

Note: If multi-currency is enabled and the currency ID specified for the customer is
different from the batch currency specified in transaction screens, an error message or
warning will appear. This depends on whether Allow Customer Currency ID Override is
selected in CM Setup (24.950.00) of the Currency Manager module.

Rate Type
Type of currency conversion rate. Enter the rate type that will be used to convert from
your base currency to the customer’s currency. You may use the inquiry functions to
look up the available currency rate types set up in the Currency Manager module.

Note: If multi-currency is enabled and the rate type specified for the customer is
different from the batch rate type specified in transaction screens, an error message or
warning will appear. This depends on whether Allow Customer Rate Type Override is
selected in CM Setup (24.950.00) of the Currency Manager module.

Sales Price Rate Type

Type of currency conversion rate which translates (converts) the base currency sales
price of items into the appropriate foreign currency sales prices for transactions
involving foreign currencies. You may use the inquiry functions to look up the
available rate types set up in the Currency Manager module.
Accounts Receivable Account
Accounts receivable account to debit for sales to the customer.
Accounts Receivable Subaccount
Accounts receivable subaccount to debit for sales to the customer.
A/R Sales Account
Sales account to credit for sales to the customer. Used as the default for Account in the
Detail area of Invoice and Memo (08.010.00).
A/R Sales Subaccount
Sales subaccount to credit for sales to the customer. Used as the default for Sub in the
Detail area of Invoice and Memo (08.010.00).
Prepayment Account
Liability account to credit for customer prepayments.
Prepayment Subaccount
Liability subaccount to credit for customer prepayments.
 Maintenance Screens 219

Other Options Tab - Customer Maintenance (08.260.00)

Used to enter miscellaneous default customer information.

Figure 91: Other Options tab of Customer Maintenance (08.260.00)

Print Statements
Select to print a statement for the customer each time you print statements for the
customer’s statement cycle. Clear Print Statements if the customer’s statement should
not be printed.
Statement Format
Controls the level of detail printed on the customer’s statements; available only if Print
Statements is selected; options are:
• Balance Forward — Print the customer’s statements in a balance-forward format,
which shows less detail, similar to the detail level of credit card and utility bill
statements. Balance forward statements include a line with the ending balance
from the prior statement, followed by a detail listing of the activity occurring since
that time.
• Open Item — Print the customer’s statements in an open-item format, which
shows more detail that includes the information of all open items. Statements with
this format will display all open documents on the statement regardless of the
period they arose.
220 Accounts Receivable

Print Dunning Message

Select to print a dunning message on the customer’s statements. Dunning messages are
printed according to the descriptions set up in Statement Cycle (08.280.00) for the
customer’s statement cycle. Clear Print Dunning Message if no dunning message should
be printed on the customer’s statements.
Apply Finance Charges
Select to apply finance charges to the customer’s past-due document balances
whenever Apply Finance Charges (08.520.00) is run. Clear Apply Finance Charges if
finance charges should not be computed on this customer’s past-due balances.
Statement Cycle
Identification code of the customer’s statement cycle. If this is a new customer, the
statement cycle will default to the system default set up in Customer Defaults tab of AR
Setup (08.950.00).
Last Stmt Date
Date of the customer’s most recently printed statement. For new customers, the field
may be left blank, or entered with the date they became a customer.
Auto Apply Payments
Select to automatically apply payments and credit memos to the customer’s oldest
invoices, debit memos, or finance charges when entering payments from the customer.
Clear Auto Apply Payments if payments should be manually applied to the customer’s
open documents when entering payments.

Caution: If you mark a client as Auto Apply Payments, their payments will always be
automatically applied as soon as the payment batch is released. If you do not mark
them as Auto Apply Payments, you still have the option during data entry to have the
payments automatically applied or you can run the process in the Auto Payment
Application (08.510.00).

Card Nbr
Number of the credit card to which the customer’s purchases should be charged.
Card Holder Name
Name that appears on the credit card.
Type
Default credit card the customer uses to pay for purchases.
Expiration Date
Date on which the customer’s credit card expires.
 Maintenance Screens 221

Sales Territory ID
Unique alphanumeric code identifying a sales territory for the customer (i.e., the sales
territory where the customer is located).
Current Period
Displays the current accounts receivable period.
Salesperson
Enter the ID of the customer’s salesperson. For invoices and memos entered in the
Accounts Receivable module, the ID will be used as the default for Salesperson ID on
the Invoice/Memo tab of Invoice and Memo (08.010.00).
222 Accounts Receivable

Order Management Tab - Customer Maintenance (08.260.00)

Information pertaining to the customer’s orders as they are maintained by the Order
Management module. The Order Management tab is used when the Order Management
module is being utilized; the fields on this tab relate specifically to that module. The
Order Management tab will be unavailable if the module is not installed.

Figure 92: Order Management tab of Customer Maintenance (08.260.00)

Preferred Site ID
Identification code of the preferred inventory site to use for filling the customer’s
order. This value is used as the default Site ID on Order Management (08.262.01),
which is accessed by clicking the Order Management button on Shipping Address
(08.262.00).

Note: This value is currently not directly used as a default value in Order Management.
The values specified on Order Management (08.262.01) will be used if Customer Ship-
to Address is selected for Method for defaulting Site ID on the Order/Shipper Entry tab of
Order Management Setup (40.950.00) in the Order Management module.
 Maintenance Screens 223

Dflt ShipTo ID
Identification code of default shipping address appearing on the customer’s documents.
In Shipping Address (08.262.00), you can set up as many shipping addresses for the
customer as necessary. When entering orders in the Order Management module, the
shipping address for the order will be brought over from Shipping Address (08.262.00)
based on the ID entered here. If necessary, a different address ID may be entered when
entering the order.
Buyer ID
Identification code of the customer’s buyer. Each customer may have a particular
employee that places most of the orders. This person is set up as a Contact in the
Customer Contacts (40.370.00) in Order Management. Press F3 at Buyer ID to select a
buyer ID from the customer contacts list.
Certification ID
Identification code of the default certification text to be printed at the bottom of the
packing slip or invoice, if applicable. If a value is entered here, it is used as the default
Certification ID for Sales Orders (40.100.00) and Shippers (40.110.00), on the Other
Information tab in the Order Management module.
Default Salespeople
Click to access Customer Salespeople (40.808.00) and select salespersons who work
with this customer. A commission percent for each salesperson can also be indicated in
Customer Salespeople (40.808.00). The values defined in Customer Salespeople
(40.808.00) can be used as the Ship To Defaults as well. See the Order Management
online help or user guide for more information.
Values entered here are used as defaults on Salespeople by Shipping Address
(40.809.00) in Order Management. Access Salespeople by Shipping Address
(40.809.00) by first opening Shipping Address (08.262.00) and clicking the Order
Management button. This will open Order Management (08.262.01). Then click the OM
Customer Salespeople button, which will open Salespeople by Shipping Address
(40.809.00) in Order Management.

Note: These values are currently not directly used as default values in Order
Management. The values specified on Salespeople by Shipping Address (40.809.00)
will be used if Customer Ship-to Address is selected for Default Salesperson Method on
the Order Management Setup (40.950.00), Order/Shipper Entry tab in Order
Management.

Salesperson IDs are established in Salesperson Maintenance (08.310.00).

224 Accounts Receivable

Ship Complete
Select to specify the default ship complete option on customer orders and shippers: the
customer requires either complete shipments or will allow back orders or partial
shipments. Used as the default Ship Complete on the Sales Orders (40.100.00),
Shipping Information tab.
• Ship Complete — If the available inventory quantity is insufficient to fill the entire
order, no shipment will take place until additional inventory is received to fill the
entire order.
• Partially Ship-Cancel Remainder — If the available inventory quantity is
insufficient to fill the entire order, a partial shipment will be made and the
remainder of the order will be cancelled (no backorder is created).
• Backorders Allowed — If the available inventory quantity is insufficient to fill the
entire order, a partial shipment will be made and a backorder will be created for
the remainder of the order.
Customer Priority
Customer Priority is a number from 1 to 9, 1 being the highest priority. It determines
which customers have shipping priority if an item is oversold. Used as the default
Priority on the Sales Orders (40.100.00), Shipping Information tab. If the customer
priority is not entered here (set to zero), it defaults to 5 on the Sales Orders
(40.100.00), Shipping Information tab.
Minimum Order Value
Minimum value of customer order, expressed in dollars (i.e., the minimum order
amount that can be placed by the customer). Must be greater than 0.
Minimum Weight
Minimum weight of customer order, if any, expressed in lb. Must be greater than 0.
Substitutes OK
Select if the customer will accept substitute items on orders. If the particular inventory
item the customer orders is out of stock and there is a substitute for the item in stock,
the substitute item will be shipped to the customer. Clear Substitutes OK if the
customer should only be shipped the exact inventory item they ordered.
Buyer Name Required
Select if the customer’s buyer name (or contact name) is required for orders. If
selected, Buyer on Sales Orders (40.100.00) becomes a required field.
PO Required
Select if an associated customer purchase order is required for the customer’s orders. If
selected, PO on Sales Orders (40.100.00) and Shippers (40.110.00) becomes a required
field.
 Maintenance Screens 225

Customer Part Number Required

Select if orders must show customer part numbers in addition to the sales company’s
inventory part numbers. If selected, Alternate ID on the Sales Orders (40.100.00) and
Shippers (40.110.00), Line Items tab becomes a required field.

Note: The Inventory’s Inventory Item Cross Reference (10.380.00) window is used to
set up Alternate IDs used by the customers who purchase the items. Customer
Alternate IDs can be indicated on a sales order or shipper so that a customer can cross
reference their own part numbers for the items ordered.

Consolidate Invoice
Determines whether the default in Order Management for invoices for the customer
will be created through Consolidated Invoice (40.682.00) or the Invoice (40.680.00)
report. Used as the default for Consolidate Invoice on the Sales Orders (40.100.00) and
Shippers (40.110.00), Other Information tab.
Aggregation Levels (Button)
Aggregation Levels displays Aggregation Levels (08.260.07), which allows you to enter
optional grouping fields by which to group shippers on consolidated invoices.
Aggregation Levels is enabled when Consolidated Invoicing Available is checked.
To display a list of all the data fields that can be selected as optional aggregation
levels, press F3 (or double-right-click). Aggregation Level List is displayed. To select a
data field, you can highlight it and click OK or double-click on your selection.
The default optional aggregation levels are defined in Aggregation Levels (40.950.01)
which is invoked by clicking the Aggregation Levels button on the Invoicing tab in
Order Management Setup (40.950.00). Customer-specific optional aggregation levels
are defined in Aggregation Levels (08.260.07) which is invoked by clicking the
Aggregation Levels button. Customer-specific aggregation levels are not required.
There are fixed and optional aggregation levels. Fixed aggregation levels are always
used to group shippers on consolidated invoices. Optional aggregation levels are
additional data fields that you may choose to consider when grouping the shippers on
consolidated invoices.
• Fixed Aggregation Levels
− Customer
− Payment Terms
− Project
− Company ID
− Currency
− Invoice Number Order Type (Share Numbers with another Order Type entry in
the Invoice frame on the Numbers tab in Order Types (40.200.00))
226 Accounts Receivable

− Invoice Number (if specified on the Other Information tab in Shippers

(40.110.00))
− Period to Post (if specified on the Other Information tab in Shippers
(40.110.00))
− Accounts Receivable Account
− Accounts Receivable Subaccount
• Optional Aggregation Levels
− Sales Order Number
− Ship-To Address
− Customer Purchase Order Number
− Bill-To Address
− Site ID
− Order Type
− Buyer ID
− Blanket Order Number
− Contract Number
− Department
− Division
− Mark For
− Tracking Number
An aggregation example would be to choose to have all the shippers associated with
the same sales order number and purchase order number on one consolidated invoice
for a customer.
 Maintenance Screens 227

OM GL Accounts Tab - Customer Maintenance (08.260.00)

Information pertaining to the default Order Management general ledger accounts used
for the customer’s order amounts. The default accounts can be overridden during data
entry. The information on this tab is discussed in more detail in the Order Management
online help or user guide.

Figure 93: OM GL Accounts tab of Customer Maintenance (08.260.00)

Note: The OM GL Accounts tab is used to define default general ledger account and
subaccount information. The system will utilize the values entered in this screen to fill
in wherever a wildcard of &CU is specified for an order type on the Order Types
(40.200.00), Accounts tab in Order Management. For example, if the cost of goods sold
subaccount in the Order Type program is set to 0-&CU-00-00-00-1, then at order entry
time, the system will determine the value for the second segment by looking in the
second segment of COGS Subaccount on this tab.

Accounts on this screen can be specified or left blank, depending on whether they are
referenced in any order types.
228 Accounts Receivable

Because the subaccount fields on this screen are only intended to provide specific
segments of the final subaccount, normal subaccount validation is not required. In
cases where only a portion of the overall subaccount will be based on customer values,
the value X can be used instead of an actual subaccount segment value for segments
that do not rely on the customer values. For example, suppose that an order type sales
subaccount edit mask calls for the product line value to be used at position four and the
customer values to be used for all other segments. If the Sales Subaccount definition in
the OM GL Accounts tab were specified as 03-000-AA-X-00-1 and the product line
sales subaccount were defined as X-X-X-00-X-X, the resulting subaccount would be
03-300-AA-00-00-1. Note that the X values will need to be entered as required by the
edit mask (for example, if the segment is set up as a three-character segment, XXX
must be entered), but will be displayed as a single X per segment after entry.
COGS Account
Cost of goods sold (COGS) account to debit for sales to the customer.
COGS Subaccount
COGS subaccount to debit for sales to the customer.
Freight Account
Freight account to credit for sales to the customer.
Freight Subaccount
Freight subaccount to credit for sales to the customer.
Misc Account
Misc account to credit for sales to the customer.
Misc Subaccount
Misc subaccount to credit for sales to the customer.
OM Sales Account
OM Sales account to credit for sales to the customer.
OM Sales Subaccount
OM Sales subaccount to credit for sales to the customer.
Discount Account
Discount account to credit for sales to the customer.
Discount Subaccount
Discount subaccount to credit for sales to the customer.
 Maintenance Screens 229

Accrued Revenue Account

Account to which accrued revenue should post for the customer. If entered, this
account will be used instead of the Accrued Revenue Account specified in the Order
Management Setup (40.950.00), Invoicing tab.
Accrued Revenue Subaccount
Subaccount to which accrued revenue should post for the customer. If entered, this
subaccount will be used instead of the Accrued Revenue Sub specified in the Order
Management Setup (40.950.00), Invoicing tab.
230 Accounts Receivable

Customer Activity (08.260.04)

Used to show the accounts receivable account activity (documents and balances) of the
customer whose information is currently being reviewed in Customer Maintenance
(08.260.00). In Customer Activity (08.260.04), you can highlight an item in the detail
row and view the original document by clicking one of the buttons at the bottom of the
window.
Invoice Transactions and Order Transactions are disabled if your cursor is on a
document that does not have an invoice or order associated with it. For example, a
payment would not have an invoice/memo or sales order associated with it.

Note: The viewing option defaults from the Customer View Default setting specified on
the AR Setup (08.950.00), Customer Defaults tab. If there is a viewing option you prefer
for all users, change the setting there.

Figure 94: Customer Activity (08.260.04)

Customer Activity (08.260.04) is opened by clicking Activity in Customer Maintenance
(08.260.00).
 Maintenance Screens 231

Select Company
Used to view the customer’s activity for a specific company or for all companies.
• Specific — Click to view a specific company’s activity.
• All — Click to view the activity of all companies in the Solomon database.
Company ID
ID of the customer company to review if Select Company is set to Specific.
Current Plus Open
Select to view the customer’s current plus open documents.
Open Documents Only
Select to view the customer’s open documents.
All Documents
Select to view all customer documents.
Include Applications
Select to include payment applications (the invoices and debit memos to which each
payment and/or credit memo was applied) in the activity review.
Refresh View
Click to display the customer information based on the selection criteria entered.
Whenever you change the document viewing options or the Include Applications
option, you must click Refresh View. Otherwise, the list of detail does not change.
Current Balance
Total of the customer’s accounts receivable documents as of the current fiscal period
for the company selected.
Future Balance
Total of the customer’s accounts receivable documents currently entered but marked
for posting to a future fiscal period for the company selected.
Total Prepayments
Total of a customer’s unapplied prepayments for the company selected.
Aging Area
The total of outstanding accounts receivable documents for each aging category the last
time the aging process was run in Age Customer Detail (08.530.00). The number and
type of aging categories are controlled by information entered on Statement Cycle
(08.280.00).
Company ID
ID of the customer company associated with the transaction.
232 Accounts Receivable

Reference Nbr
ID of the accounts receivable document that distinguishes it from all other documents
in Solomon.
Doc Date
Date of the document in the Solomon system.
Document Type
Indicates whether the document is an invoice (IN), credit memo (CM), debit memo
(DM), payment (PA), cash sale (CS), small balance write-off (SB), small credit write-
off (SC), NSF check (NS), NSF charge (NC), finance charge (FI), or prepayment (PP).
Original Amount
Original amount of the document.
Doc Balance
Remaining unpaid or unapplied balance of the document in base currency.
Currency Doc Bal
Remaining unpaid or unapplied balance of the document in the original transaction
currency.
Discount Bal
Any remaining discount amount to be taken on the document, expressed in the base
currency.
Sales Order Nbr
Minimum sales order number associated with the invoice.
Customer Ord Nbr
Optional customer order number associated with the original order, if the document
originated in the Order Management module.
Master Doc Nbr
The reference number of the master document used to generate multiple installment
documents.
Currency ID
Transaction currency of the document.
Currency RGOL
Total currency gain or loss realized on the document when applying a payment to an
invoice with an exchange rate that has changed since the invoice was created.
Period To Post
Period of the document’s application in the general ledger.
 Maintenance Screens 233

Installment Nbr
Installment number of the document, if it is associated with a master document.
Invoice Transactions (button)
Click to access Accounts Receivable Document Maintenance (08.250.00).
Order Transactions (button)
Click to access Shippers (40.110.00). See the Order Management online help or user
guide for more information.
Close (button)
Click to close the window.
234 Accounts Receivable

Customer History (08.261.00)

Used to review a summary of a customer’s fiscal period- and year-to-date accounts
receivable activity and to enter a customer’s history while in Initialize mode.

Figure 95: Customer History (08.261.00)

Customer History (08.261.00) can be opened by selecting it from the Accounts

Receivable Screens menu, or by clicking History in Customer Maintenance
(08.260.00). When you open it from Customer Maintenance (08.260.00), the options
will default to the current fiscal year and company.
Customer ID
Customer’s identification number and name.
Click to display Customer Inquiry (08.200.00) and review the documents that make
up the customer’s period- and year-to-date balances.
Fiscal Year
Fiscal year in which the customer history currently displayed occurred. Accept the
current fiscal year or enter another fiscal year.
 Maintenance Screens 235

Period Nbr
Contains the lesser of the current period number for this customer or the last fiscal
period of the fiscal year of the record.
Select Company
Used to view the customer history for a specific company or for all companies. Options
are:
• Specific — Click to view a specific company’s history.
• All — Click to view the history of all companies in the Solomon database.
If you select Specific, enter the company ID in Company ID. If you select All, Company
ID will be unavailable and all batches for all companies will be displayed.

Note: Balances in this screen can be manually adjusted by selecting the Initialize mode
from the Solomon Options menu, before opening Customer History (08.261.00).
Initialize mode is used when setting up a new system and occasionally for correcting
errors.

Company ID
Type a specific company’s alphanumeric code.
Period
Indicates the fiscal period in which the customer activity occurred.
Sales
Sum of the customer’s gross sales before adjustments for the period; equals the sum of
all invoice (IN) and cash sale (CS) documents issued during the period.
COGS
Sum of the customer’s cost of goods sold for the period; updated automatically when
cost of goods sold batches created by the invoicing process are released for posting.
Debit Memos
Sum of all debit memos charged to the customer’s balance by period for the selected
fiscal year; equals the sum of all debit memo (DM), small credit write-off (SC), and
NSF check charge (NC) documents issued during the period.
Credit Memos
Sum of all credit memos deducted from the customer’s balance, by period, for the
selected fiscal year; equals the sum of all credit memo (CM) and small balance write-
off (SB) documents issued during the period.
236 Accounts Receivable

Fin Chrg
Sum of all finance charges charged to the customer’s balance, by period, for the
selected fiscal year; equals the sum of all finance charge (FI) documents issued during
the period.
Discounts
Sum of all discounts deducted from the customer’s balance, by period, for the selected
fiscal year; equals the sum of all discounts taken in payment application documents
recorded during the period.
Receipts
Sum of all payments deducted from the customer’s balance, by period, for the selected
fiscal year; equals the sum of all payment application (PA), prepayment (PP), and cash
sale (CS) documents recorded during the period.
YTD
Sum of all period balances for net sales, cost of goods sold, credit memos, debit
memos, finance charges, discounts, and receipts to that point in the selected fiscal year.
 Maintenance Screens 237

Shipping Address (08.262.00)

Used to enter the name, address lines, telephone and fax numbers, and tax information
for a customer’s shipping address.

Figure 96: Shipping Address (08.262.00)

A customer may be set up with unlimited shipping addresses. The shipping addresses
may be used in Order Management to specify which address is to be used for shipping
each order.

Caution: Shipping addresses on outstanding sales orders and invoices are not updated
when you change a shipping address in this screen. We suggest you examine affected
sales orders and invoices in the Order Management module to ensure they contain the
correct shipping address.

Customer
Customer identification code and name.
Ship To ID
Unique alphanumeric code used to identify each of the customer’s shipping addresses.
Description
Explanation of the Ship To ID.
238 Accounts Receivable

Name
Customer’s name.
Attention
Name of the person or department to whom the documents should be delivered.
Address Line 1
Customer’s suite number or the name and number of a customer’s street location.
Address Line 2
Customer’s post office box number or the name and number of a customer’s street
location, if a suite number is entered on the first address line.
City
The municipality where the customer is located.
State/Province
Customer’s two-letter state abbreviation.
Postal Code
Customer’s five-digit or ZIP+4 digit zip code.
Country/Region
Customer’s three-letter country/region abbreviation.
Phone/Ext
Customer’s area code, telephone number, and extension.
Fax/Ext
Customer’s area code, fax number, and extension number.
Tax Registration Nbr
Tax registration number assigned to the shipping if such a number is required for tax
reporting purposes.
Tax Location ID
Identification code representing a tax location associated with the shipping address; tax
location ID is optional and is typically used to cross reference tax information to an
external source.
Tax ID 1
First default tax ID and/or group tax ID associated with the customer. The tax
information stored here is used as the default when entering invoices and sales orders if
Tax Default From is set to Address on the Customer Maintenance (08.260.00), Defaults
tab. Defaults from Tax ID 1 on the Customer Maintenance (08.260.00), Defaults tab.
 Maintenance Screens 239

Tax ID 2
Second default tax ID and/or group tax ID associated with the customer. The tax
information stored here is used as the default when entering invoices and sales orders if
Tax Default From is set to Address on the Customer Maintenance (08.260.00), Defaults
tab. Defaults from Tax ID 2 on the Customer Maintenance (08.260.00), Defaults tab.
Tax ID 3
Third default tax ID and/or group tax ID associated with the customer. The tax
information stored here is used as the default when entering invoices and sales orders if
Tax Default From is set to Address on the Customer Maintenance (08.260.00), Defaults
tab. Defaults from Tax ID 3 on the Customer Maintenance (08.260.00), Defaults tab.
Tax ID 4
Fourth default tax ID and/or group tax ID associated with the customer. The tax
information stored here is used as the default when entering invoices and sales orders if
Tax Default From is set to Address on the Customer Maintenance (08.260.00), Defaults
tab. Defaults from Tax ID 4 on the Customer Maintenance (08.260.00), Defaults tab.
Order Management (button)
Click to access Order Management (08.262.01) to view and/or enter the customer’s
Order Management general ledger account and order shipping information.

Note: The accounts and subaccounts specified on Order Management (08.262.01) are
used to define default general ledger account and subaccount information. The system
will utilize the values entered in this screen to fill in wherever a wildcard of &SH is
specified for an order type on the Order Types (40.200.00), Accounts tab in Order
Management. For example, if the cost of goods sold subaccount in Order Types
(40.200.00) is set to 0-&SH-00-00-00-1, at order entry time the system will determine
the value for the second segment by looking in the second segment of COGS
Subaccount on this screen.

Accounts on this screen can be specified or left blank, depending on whether they are
referenced in any order types.
Because the subaccount fields on this screen are only intended to provide specific
segments of the final subaccount, normal subaccount validation is not required. In
cases where only a portion of the overall subaccount will be based on shipping address
values, the value X can be used instead of an actual subaccount segment value for
segments that do not rely on the shipping address values.
For example, suppose that an order type sales subaccount edit mask calls for the
product line value to be used at position four and the shipping address values to be
used for all other segments. If the sales subaccount was specified as 03-000-AA-X-00-
1 and the product line sales subaccount is defined as X-X-X-00-X-X, the resulting
subaccount would be 03-300-AA-00-00-1. Note that the X values will need to be
entered as required by the edit mask (for example, if the segment is set up as a three-
character segment, XXX must be entered), but will be displayed as a single X per
segment after entry.
240 Accounts Receivable

Order Management (08.262.01)

Used to define the general ledger accounts used for the customer’s order amounts and
to define default order shipping information: EDI ship to reference, freight terms, etc.

Figure 97: Order Management (08.262.01)

Note: The accounts and subaccounts specified on Order Management (08.262.01) are
used to define default general ledger account and subaccount information. The system
will utilize the values entered in this screen to fill in wherever a wildcard of &SH is
specified for an order type on the Order Types (40.200.00), Accounts tab in Order
Management. For example, if the cost of goods sold subaccount on Order Types
(40.200.00) is set to 0-&SH-00-00-00-1, then at order entry time the system will
determine the value for the second segment by looking in the second segment of COGS
Subaccount on this screen.

Accounts on this screen can be specified or left blank, depending on whether they are
referenced in any order types.
Because the subaccount fields on this screen are only intended to provide specific
segments of the final subaccount, normal subaccount validation is not required. In
cases where only a portion of the overall subaccount will be based on shipping address
values, the value X can be used instead of an actual subaccount segment value for
segments that do not rely on the shipping address values.
 Maintenance Screens 241

For example, suppose that an order type sales subaccount edit mask calls for the
product line value to be used at position four and the shipping address values to be
used for all other segments. If the sales subaccount was specified as 03-000-AA-X-
00-1 and the product line sales subaccount is defined as X-X-X-00-X-X, the resulting
subaccount would be 03-300-AA-00-00-1. Note that the X values will need to be
entered as required by the edit mask (for example, if the segment is set up as a three-
character segment, XXX must be entered), but will be displayed as a single X per
segment after entry.
Sales Account
OM Sales account to credit for sales to the customer.
Sales Subaccount
OM Sales subaccount to credit for sales to the customer.
Discount Account
Discount account to debit for sales to the customer.
Discount Subaccount
Discount subaccount to debit for sales discounts given to the customer.
COGS Account
COGS account to debit for sales to the customer.
COGS Subaccount
COGS subaccount to debit for sales to the customer.
Freight Account
Freight account to credit for sales to the customer.
Freight Subaccount
Freight subaccount to credit for sales to the customer.
Misc Account
Misc account to credit for sales to the customer.
Misc Subaccount
Misc subaccount to credit for sales to the customer.
EDI Ship to Ref
Ship-to destination ID for a customer order received via EDI.
Freight Terms
Freight payment terms (i.e., customer pays or shipper pays).
242 Accounts Receivable

Site ID
Identification code of the preferred inventory site to use in filling the customer’s order
from this address. This value is defaulted from Preferred Site ID on the Customer
Maintenance (08.260.00), Order Management tab.
The value specified here will be used as the default site ID in Order Management if
Customer Ship-to Address is the value selected for Method for defaulting Site ID on the
Order Management Setup (40.950.00), Order/Shipper Entry tab in Order Management.
Ship Via ID
ID of the order shipment method.
Map Location
ID of the customer’s geographic location; the standard map location ID used and
recognized by many commercial trucking companies.
Region ID
ID of the customer’s regional location. Often used for sales analysis reporting.
Territory
ID of the customer’s location according to sales territory.
OM Customer Salespeople
Click to access Salespeople by Shipping Address (40.809.00) and select salespersons
who work with this customer at this address. A commission percent for each
salesperson can also be indicated in Salespeople by Shipping Address (40.809.00).
Values displayed here are defaulted from values entered on Customer Salespeople
(40.808.00), which is accessed by clicking the Default Salespeople button on the
Customer Maintenance (08.260.00), Order Management tab.
The values specified here are used as defaults on sales orders and shippers if Customer
Ship-to Address is the value selected for Default Salesperson Method on the Order
Management Setup (40.950.00), Order/Shipper Entry tab in Order Management.
Salesperson IDs are established in Salesperson Maintenance (08.310.00).
 Maintenance Screens 243

Recurring Invoice (08.270.00)

Used to create and maintain recurring invoices, which are useful for billing customers
the same amount on a regular basis. Recurring Invoice (08.270.00) contains the various
billing data for each recurring invoice, including the frequency (how often) you wish to
generate the invoice for the customer and for how long.

Figure 98: Recurring Invoice (08.270.00)

Recurring Invoice (08.270.00) includes both document and transaction information.

Enter each document’s information as if you were entering an invoice in Invoice and
Memo (08.010.00).
In addition to the normal data, you also have to enter generation information such as
the Next Doc Date, Cycle, and Number of Cycles.
244 Accounts Receivable

Document Area - Recurring Invoice (08.270.00)

Use the Document area to define a new document or to select an existing document in
which to enter new transactions.
Invoice\Memo Nbr
Unique alphanumeric code assigned to a recurring invoice. Enter the invoice or memo
number for the invoice you are adding or want to maintain. Recurring invoices are
manually assigned an ID. You can use any alphanumeric character in the ID. You
could use an abbreviation of the customer’s name or customer’s ID or any other unique
number or code up to 10 characters. For example, you could use C29901 as the
reference number which would denote customer C299, recurring invoice 01.
Customer ID
Customer ID and name associated with the recurring invoice.
Next Doc Date
Date when Solomon should next generate a regular invoice from the recurring invoice.
Cycle
The length of time, in moths, between generations of the recurring invoice. For
example, an invoice for a one-year contract specifying 12 monthly payments has a
cycle of 1. Quarterly rent payments have a cycle of 3. The maximum cycle number
allowed is 480.

Note: If you need to generate a recurring invoice more than once a month, enter a
different recurring invoice for each occurrence during the month.

Number of Cycles
Total number of times Solomon should generate a regular invoice from the recurring
invoice; the maximum number of cycles allowed is 32767.

Note: Once an invoice has been generated for the specified number of cycles, it is
deleted from the system. If this invoice will be needed again in the future (for example,
a contract is likely to be renewed), consider setting the number of cycles for one extra
cycle, so the invoice can be recalled, modified and set to generate for the new year.

Amount
Total of the next regular invoice created from the recurring invoice. This should equal
the total of the line items entered as detail, including any applicable taxes.
 Maintenance Screens 245

Invoice/Memo Tab - Recurring Invoice (08.270.00)

Used to input or view information about the recurring invoice or memo.

Figure 99: Invoice/Memo tab of Recurring Invoice (08.270.00)

Description
A description of the recurring invoice document.
Terms ID
Identifies payment terms that control the discount and due dates, and discount amount
of regular invoices generated from the recurring invoice. Automatically defaults from
the customer terms ID set up on the Customer Maintenance (08.260.00), Customer
Information tab. The default may be overridden for each invoice. Use the inquiry
function to look up valid terms IDs. The description of the terms selected is displayed
beside Terms ID.

Note: Multiple installment terms are not allowed.

246 Accounts Receivable

Project
Associates the transaction with a specific project set up in the Project Controller
module; available only if the A/R Account on the Account Override tab is associated
with a Project Category in Chart of Account Maintenance (01.260.00) in the General
Ledger module and the Project Controller module is installed.
Company ID
A specific company’s alphanumeric code and company description (name) to which
the document will be posted. If you need to change the company ID, use the Account
Override tab.
Salesperson ID
A unique alphanumeric code representing the salesperson associated with the recurring
invoice. This field defaults from Salesperson on the Customer Maintenance
(08.260.00), Other Options tab. If entered or changed, this must be a Salesperson ID
previously entered in Salesperson Maintenance (08.310.00).
Discount Date
The discount date is the date by which the next regular invoice created from the
recurring invoice must be paid in order to receive the specified discount. If a valid
terms ID appears at Terms ID, Solomon automatically calculates the discount date
based on the date entered at Next Doc Date and the customer payment conditions
specified by the terms ID.
Due Date
Date on which payment of the next regular invoice created from the recurring invoice
is due; calculated based on Next Doc Date and the customer payment conditions
specified by the terms ID.
Discount
Total amount deducted from the next regular invoice amount if the invoice is paid on
or before the discount date; calculated based on the discount percentage of the payment
terms and the total invoice amount.
Total
Running total of all Detail Amount and Tax values on Tax entered for the recurring
invoice. Total will increment as additional line items are entered in the Detail area. This
should equal the document Amount when all the line items and tax information are
entered.
 Maintenance Screens 247

Account Override Tab - Recurring Invoice (08.270.00)

Used to input or view the accounts receivable account and subaccount to use instead of
the customer’s defaults.

Figure 100: Account Override tab of Recurring Invoice (08.270.00)

Company ID
Identification number and name of the company to which this document should be
posted. Defaults to the current login company. After you enter a company ID here, it
will also display in Company ID on the Invoice/Memo tab.
A/R Account
Accounts receivable account to debit for sales to the customer. Defaults from Accounts
Receivable Account on the Customer Maintenance (08.260.00), Defaults tab. If this
value has not been specified, it defaults from Accounts Receivable Account on the AR
Setup (08.950.00), Invoice Accounts tab.
248 Accounts Receivable

A/R Subaccount
Accounts receivable subaccount to debit for sales to the customer. Defaults from
Accounts Receivable Subaccount on the Customer Maintenance (08.260.00), Defaults
tab. If this value has not been specified, it defaults from Accounts Receivable
Subaccount on the AR Setup (08.950.00), Invoice Accounts tab.

Detail Area - Recurring Invoice (08.270.00)

Use the Detail area to input or view transaction details for the document.
Company ID
Company to which the transaction will be posted. Defaults from Company ID on the
Invoice/Memo tab. Accept the default company or select a different company if
necessary. Entering a company ID different from the value in Company ID on the
Invoice/Memo tab will cause intercompany transactions to be generated when the
resulting invoice is created and released.

Note: Entry of a value in Company ID different from that on the Invoice/Memo tab is
only allowed if the intercompany relationship has been defined in Inter-Company
Acct/Sub Maintenance (13.260.00).

Account
Account to debit for the amount of the transaction. Defaults from A/R Sales Account on
the Customer Maintenance (08.260.00), Defaults tab.
Project
Associates the transaction with a specific project set up in the Project Controller
module; available only if the Project Controller module is installed. The transaction
Account must be associated with a Project Category in General Ledger’s Chart of
Account Maintenance (01.260.00). Project on the Invoice/Memo tab must not be blank
and not be equal to Non Post Project specified on the Project Controller Setup
(PA.SET.00), PC Options and Setup tab. Defaults from Project on the Invoice/Memo
tab.

Note: If the account has an associated project category (which would normally result in
the transaction being passed to Project Controller) and Project on the Invoice/Memo tab
is either blank or set to Non Post Project on the Project Controller Setup (PA.SET.00),
PC Options and Setup tab, the transaction project will be set to the Non Post Project
and the transaction will not be passed to Project Controller.

Task
Associates the transaction with a specific task set up in the Project Controller module;
required if you enter a project ID that is not Non Post Project; available only if a
project not equal to Non Post Project is entered for the transaction.
 Maintenance Screens 249

Sub
Optional subaccount to charge for the amount of the transaction line. Defaults from A/R
Sales Subaccount on the Customer Maintenance (08.260.00), Defaults tab or based on
the project or task entered.
Quantity
Total number of items involved in the transaction. Required if Project Controller is
installed, the account ID is associated with a project category, and Require Units is
selected in Chart of Account Maintenance (01.260.00) in the General Ledger module.
Unit Desc
Description of the unit of measure for the quantity.
Unit Price
The per-unit price of the item involved in the transaction (this price appears on reports
listing the transactions).
Amount (Detail)
Extended amount (unit price times total quantity), of the items involved in the
transaction.
Tax Category
Tax category applied to the line item, if appropriate; available only if Allow Tax Entry is
selected on the AR Setup (08.950.00), Other Options tab. Tax categories are set up in
Tax Category Maintenance (21.310.00) in the Shared Information module and are used
to determine the taxability of the line item.
Tax ID
Transaction detail line’s tax ID; available only if Allow Sales Tax Entry is selected on
the AR Setup (08.950.00), Other Options tab. If only one tax ID is associated with the
detail line, it will display here. Otherwise, an asterisk (*) will display, indicating there
are multiple tax IDs for the line item. In this case, click Tax to view the tax IDs for
each line item.
The tax IDs for the first detail line of the document will default from either the Defaults
tab in Customer Maintenance (08.260.00) or from Shipping Address (08.262.00),
depending on the setting on Default From on the Defaults tab. Subsequent lines will
either default using the same logic or from the previous line of the document,
depending on the setting of the Sales Tax Default on the Other Options tab of AR Setup
(08.950.00).
Description
An explanation of the transaction. The description will default according to the
selection made in Tran Description Default on the AR Setup (08.950.00), Other Options
tab.
250 Accounts Receivable

Tax
Click to view and/or enter the tax IDs, taxable amounts, and tax amounts associated
with the current transaction detail line of a document; available only if Allow Sales Tax
Entry is selected on the Other Options tab of AR Setup (08.950.00).
 Maintenance Screens 251

Statement Cycle (08.280.00)

Used to define customer statement cycles, which are used to group customers when
performing certain accounts receivable processes. Statement cycle groups are groups of
customers that have the same aging categories or should have statements printed at the
same time. Companies with a large number of customers often process statements
throughout the month, instead of running them all at the same time. Statement cycles
help facilitate this. Auto Payment Application (08.510.00), Apply Finance Charges
(08.520.00), Age Customer Detail (08.530.00), and Close Statement Cycle (08.590.00)
all use statement cycles to identify the customers for which the processes should be
performed.

Figure 101: Statement Cycle (08.280.00)

Statement cycles may also have different numbers of days in the aging categories. This
is useful if you have a group of customers that are tracked using a 30/60/90 days aging
and another group that is 7/15/30 days.
Statement Cycle ID
Unique alphanumeric code assigned to the statement cycle. Select the ID of the
statement cycle that you want to edit or enter a new ID. The ID may be any two
alphanumeric characters.
Last Aging Date
Date when Solomon last aged the account information of the customers associated with
the statement cycle; increments when you complete the age customer detail process
using Age Customer Detail (08.530.00). This date may not be changed here.
252 Accounts Receivable

Last Statement Date

Date when Solomon last printed the statements of the customers associated with the
statement cycle (i.e., the date when this cycle last went through the close statement
cycle process using Close Statement Cycle (08.590.00)). This date may not be changed
here.
Last Finance Charge Date
Date when Solomon last assessed finance charges to the customers associated with the
statement cycle. (i.e., the date when this cycle last went through the apply finance
charges process using Apply Finance Charges (08.520.00)). This date may not be
changed here.
Aging Category
Number of the aging category which is described in the Days and Message Description
fields. Solomon allows four aging categories for each statement cycle.
Days
Maximum aging days in an aging category; Solomon totals customer billing document
amounts with aging days equal to or less than the days specified in the aging categories
and lists the total under the associated dunning message on customer statements.
Message Description
Dunning message associated with an aging category; printed on a customer’s statement
only if Print Dunning Message is selected on the Other Options tab of Customer
Maintenance (08.260.00). The maximum length of the message descriptions is 50
characters. The message print on statements is determined by the oldest document for
the customer and the aging category into which it fits.
 Maintenance Screens 253

Customer Class (08.290.00)

Used to define the key default information (accounts and subaccounts, IDs,
descriptions, price class, terms, trade discounts) of customer classes. Customer Classes
serve two purposes:
• They are used to group similar customers together for reporting purposes. The
Accounts Receivable module includes reports which provide data grouped by the
customer class.
• They are used to supply default settings for customers during the Customer
Maintenance (08.260.00) process. This helps to standardize the way customers are
set up by class. When a customer class ID is entered for a new customer in
Customer Maintenance (08.260.00), the appropriate fields in Customer
Maintenance (08.260.00) are filled with default values from Customer Class
(08.290.00). The default values can be overridden when setting up new customers,
and some of the default values can also be overridden during data entry.
Keep in mind that the values from Customer Class (08.290.00) flow to Customer
Maintenance (08.260.00) only during initial customer setup. Changes made later to the
settings for a particular Customer Class do not update the customers already set up for
that class. Those changes would need to be made on a customer-by-customer basis.

Figure 102: Customer Class (08.290.00)

254 Accounts Receivable

Caution: Because a default Customer Class ID will be designated in AR Setup

(08.950.00) and because in Customer Maintenance (08.260.00) entry of a customer
class is required, at least one customer class should be set up before setting up the
Accounts Receivable module.

Note: The OM Defaults tab defines default general ledger account and subaccount
information. The system will utilize the values entered in this screen to fill in wherever
a wildcard of &CC is specified for an order type on the Order Types (40.200.00),
Accounts tab in Order Management. For example, if the cost of goods sold subaccount
in Order Types (40.200.00) is set to 0-&CC-00-00-00-1, at order entry time, the system
will determine the value for the second segment by looking in the second segment of
COGS Subaccount on this tab.

Accounts on this screen can be specified or left blank, depending on whether they are
referenced in any order types.
Because the subaccount fields on this screen are only intended to provide specific
segments of the final subaccount, normal subaccount validation is not required. In
cases where only a portion of the overall subaccount will be based on customer class
values, the value X can be used instead of an actual subaccount segment value for
segments that do not rely on the customer class values.
For example, suppose that an order type sales subaccount edit mask calls for the
product line value to be used at position four and the customer values to be used for all
other segments. If the OM Sales Subaccount definition on the OM Accounts tab was
specified as 03-000-AA-X-00-1 and the product line sales subaccount is defined as
X-X-X-00-X-X, the resulting subaccount would be 03-300-AA-00-00-1. Note that the
X values will need to be entered as required by the edit mask (for example, if the
segment is set up as a three-character segment, XXX must be entered), but will be
displayed as a single X per segment after entry.
Class ID
Unique alphanumeric code that distinguishes the customer class from all other
customer classes in the database. Enter a new customer class ID according to firm
policies, or select the ID of a customer class you wish to edit.
Description
Explanation of the customer class ID. Enter a description for a new customer class ID
entered at Class ID.
 Maintenance Screens 255

Customer Defaults Tab - Customer Class (08.290.00)

Used to define the default price class, payment terms, trade discount percent and
general ledger accounts receivable and sales accounts for the customer class.

Figure 103: Customer Defaults tab of Customer Class (08.290.00)

Price Class
Identification code of the customer’s price class. Enter the ID of the price class to be
associated with the customer class. Price Class may be left blank. If you are changing
customer class information, enter a different price class or accept the ID displayed.
Price classes are set up in Item Price Class (40.390.00) in the Order Management
module and are used in Order Management to record separate price lists for the same
inventory items. If the Inventory and Order Management modules are not in use, this
field cannot be used.
Terms
Predefined vendor payment and customer sales terms, such as net 30 days with a 2%
discount. Set up customer terms on Terms Maintenance (21.270.00) in the Shared
Information module. Terms ID controls the defaulting of discount and due dates and
payment discount amount of the invoice or memo and explanation of the discount
percent and discount days associated with the terms ID.
Enter the terms ID that corresponds to the customer class’ payment terms. It is possible
to leave this field blank and specify the terms for new customers as you enter them.
256 Accounts Receivable

Caution: Once an ID is entered in Terms ID, it can be changed to another ID but not
deleted. If you do not want Terms ID to fill automatically in Customer Maintenance
(08.260.00), leave this field blank.

Trade Discount
Discount percentage given to the customer class in addition to any regular price or
percent discounts, based on price classes already established.
Pricing is a function of the Inventory module, in conjunction with Order Management.
If you are not using those modules, entries in this field will be ignored.
AR Account
Accounts receivable account to debit for sales to this customer class. When entering
customers, you may override this setting. While the system allows you to skip the
subaccount fields, the account number fields may not be left empty.
AR Subaccount
Accounts receivable subaccount to debit for sales to this customer class. When entering
customers, you may override this setting. The system allows you to skip the
subaccount fields.
AR Sales Account
Sales account to credit for sales to the customer class. When entering customers, you
may override this setting. While the system allows you to skip the subaccount fields,
the account number fields may not be left empty.
AR Sales Subaccount
Sales subaccount to credit for sales to the customer class. When entering customers,
you may override this setting. The system allows you to skip the subaccount fields.
Prepay Account
Liability account to credit for prepayments to the customer class. When entering
customers, you may override this setting. While the system allows you to skip the
subaccount fields, the account number fields may not be left empty.
Prepay Subaccount
Liability subaccount to credit for prepayments to the customer class. When entering
customers, you may override this setting. While the system allows you to skip the
subaccount fields, the account number fields may not be left empty.
 Maintenance Screens 257

OM Defaults Tab - Customer Class (08.290.00)

Used to define the default general ledger income and expense accounts used by the
Order Management module for the customer class. Complete this tab when the Order
Management module is being used.

Note: The OM Defaults tab is used to define default general ledger account and
subaccount information. The system will utilize the values entered in this screen to fill
in wherever a wildcard of &CC is specified for an order type on the Order Types
(40.200.00), Accounts tab in Order Management. For example, if the cost of goods sold
subaccount in Order Types (40.200.00) is set to 0-&CC-00-00-00-1, at order entry
time, the system will determine the value for the second segment by looking in the
second segment of COGS Subaccount on this tab.

Accounts on this screen can be specified or left blank, depending on whether they are
referenced in any order types.
Because the subaccount fields on this screen are only intended to provide specific
segments of the final subaccount, normal subaccount validation is not required. In
cases where only a portion of the overall subaccount will be based on customer class
values, the value X can be used instead of an actual subaccount segment value for
segments that do not rely on the customer class values.
For example, suppose that an order type sales subaccount edit mask calls for the
product line value to be used at position four and the customer values to be used for all
other segments. If the OM Sales Subaccount definition on the OM Accounts tab was
specified as 03-000-AA-X-00-1 and the product line sales subaccount is defined as
X-X-X-00-X-X, the resulting subaccount would be 03-300-AA-00-00-1. Note that the
X values will need to be entered as required by the edit mask (for example, if the
segment is set up as a three-character segment, XXX must be entered), but will be
displayed as a single X per segment after entry.
258 Accounts Receivable

Figure 104: OM Defaults tab of Customer Class (08.290.00)

COGS Account
COGS account to debit for customer sales.
COGS Subaccount
COGS subaccount to debit for customer sales.
Freight Account
Freight account to credit for customer sales.
Freight Subaccount
Freight subaccount to credit for customer sales.
Misc Charges Account
Misc account to credit for customer sales.
Misc Charges Subaccount
Misc subaccount to credit for customer sales.
OM Sales Account
OM Sales account to credit for customer sales.
OM Sales Subaccount
OM Sales subaccount to credit for sales to the customer.
 Maintenance Screens 259

Discount Account
Discount account to debit for sales to the customer.
Discount Subaccount
Discount subaccount to debit for sales to the customer.
260 Accounts Receivable

Salesperson Maintenance (08.310.00)

Used to define non-financial information about a salesperson and to review salesperson
historical financial information. Each salesperson may be assigned a sales territory.
Each customer may be assigned both a default salesperson and be assigned to a specific
sales territory for purpose of recording sales and calculating commissions.

Figure 105: Salesperson Maintenance (08.310.00)

The salesperson feature is more flexible if the Order Management module is in use.
When using Order Management, you can change the salesperson designation during
order entry, as well as the commission percent. You also can enter a different
salesperson and/or commission percent for each detail row of the order, allowing great
flexibility. You also can designate multiple salespeople per order or detail line.
If you are using only the Accounts Receivable module, each customer is assigned a
salesperson. Each time an invoice is processed for a customer, that salesperson is
defaulted as the Salesperson ID on the Invoice and Memo (08.010.00), Invoice/Memo
tab where it can be overridden. The sale is recorded for the salesperson assigned on
Invoice and Memo (08.010.00). Commissions are calculated at the rate in Salesperson
Maintenance (08.310.00) at the time of the transaction.
The accounts receivable reports include commission and sales reports.
Salesperson ID
Unique alphanumeric code assigned to the salesperson.
 Maintenance Screens 261

Name
Salesperson’s name.
Salutation
Optional, personal greeting to use when corresponding with the salesperson.
Attention
Name of the person or department to whom the documents should be delivered.
Address Line 1
Salesperson’s suite number or the name and number of a customer’s street location.
Address Line 2
Salesperson’s post office box number or the name and number of a customer’s street
location, if a suite number is entered on the first address line.
City
The municipality where the customer is located.
State/Province
Salesperson’s two-letter state abbreviation.
Postal Code
Salesperson’s five-digit or ZIP+4 digit zip code.
Country/Region
Salesperson’s three-letter country/region abbreviation.
Phone/Ext
Salesperson’s area code, telephone number, and extension.
Fax/Ext
Salesperson’s area code, fax number, and extension number.
Commission Pct
Base commission rate paid to the salesperson for sales to customers; calculated by
multiplying the extended price of each sales order times the commission percentage
entered. If you are using the Order Management module, the Commission Pct is used
as the default percent in the sales order windows. Entering a new percentage in
Salesperson Maintenance (08.310.00) will not update any sales orders that have
already been entered.
The Commission Pct is also used to calculate the commission on invoices and memos
entered in Invoice and Memo (08.010.00).
Territory ID
Unique alphanumeric code identifying a sales territory.
262 Accounts Receivable

Email Address
The salesperson’s email address.
History
Click to display Salesperson History (08.311.00). Salesperson History (08.311.00)
displays summary information for each salesperson.
 Maintenance Screens 263

Salesperson History (08.311.00)

Used to review a summarization of the selected salesperson’s period- and year-to-date
customer sales activity. Salesperson History (08.311.00) is opened by clicking History
in the Salesperson Maintenance (08.310.00) or by choosing Salesperson History from
the Accounts Receivable Screens menu.

Figure 106: Salesperson History (08.311.00)

Salesperson ID
Salesperson’s unique identifying code.
Fiscal Year
Fiscal year during which the salesperson history currently displayed occurred.
Current Period
Contains the lesser of the current period number for this customer or the last fiscal
period of the fiscal year of the record.
Sales
Sum of the salesperson’s sales by period for the selected fiscal year.
264 Accounts Receivable

Receipts
Sum of the salesperson’s receipts on sales by period for the selected fiscal year.
Cost of Goods
Sum of the salesperson’s cost-of-goods-sold on sales by period for the selected fiscal
year.
Year to Date
Sum of all salesperson period balances for sales, receipts, and cost-of-goods-sold to
that point in the fiscal year.
 Maintenance Screens 265

Sales Territory (08.320.00)

Used to identify sales territories, group salespersons, customers, and customer
addresses within similar geographic areas for the purpose of recording sales and
commissions and for reporting purposes. The territory ID can be used as a selection
criteria on many of the accounts receivable reports.

Figure 107: Sales Territory (08.320.00)

Territory
Unique alphanumeric code identifying a sales territory.
Description
Explanation of the territory ID.
266 Accounts Receivable
 Process Screens 267

Process Screens

Release AR Batches (08.400.00)

Used to release batches with a status of Balanced or Partially Released.
Balanced batches are generated in the Accounts Receivable module when a user
finishes an accounts receivable transaction batch with Handling set to Release Later.
They are also created by the Order Management module if Release Batches
Automatically on the Order Management Setup (40.950.00), Invoicing tab is not
selected. Accounts receivable batches created by Field Service Management modules
are always created with a Balanced status.
Partially released batches are created when a batch does not successfully complete the
release process. This can occur if individual documents within a batch are not in
balance or for several other reasons, which will be documented in the event log file.
The batch is not actually partially released; the entire batch remains unposted and
should be rerun through the release process after the cause of the release failure has
been addressed.

Figure 108: Release AR Batches (08.400.00)

Release AR Batches (08.400.00) generates a batch control report for all batches
released after it finishes the batch release process if Automatic Batch Reports has been
selected on the GL Setup (01.950.00), Options tab of the General Ledger module.
268 Accounts Receivable

After transaction batches are released for posting, Post Transactions (01.520.00) in the
General Ledger module can be used to post the transactions to general ledger accounts.
This process will run automatically based on the selection made in Post Batches On
Release on the GL Setup (01.950.00), Options tab.
Select Company
Used to view batches to be released for a specific company or all companies. Options
are:
• Specific — Click to view a specific company’s batch. If you select Specific, enter
the selected company’s ID at Company ID.
• All — Click to view batches of all companies in the Solomon database. If you
select All, Company ID will not be available and all batches will be displayed.
Company ID
Type a specific company’s alphanumeric code.
Selected
Select to release the batch for posting.
Company ID (detail)
Company in which the batch was created.
Batch Nbr
Numeric code that uniquely identifies each batch which can potentially be released for
posting.
Status
Current condition of the transaction batch in Solomon; options for this screen are:
• Balanced — ready for release
• Partially Released — could not be released due to an out-of-balance document or
other problem
Edit Screen Number
Number of the data entry screen used to enter each batch into Solomon (the window
where the batch originated). For example, 08010 represents Invoice and Memo
(08.010.00); 08030, Payment Application (08.030.00); and 08050, Payment Entry
(08.050.00).
Journal Type
Source journal of each batch.
Batch Control
Total amount of all transactions in each transaction batch.
Currency
Transaction currency used for the batch.
Select All
Click to select all batches in the grid for posting.
 Process Screens 269

Clear Selections
Click to deselect all batches in the grid for posting.
Begin Processing
Once the batches have been selected for release, click to start the release accounts
receivable release process.
270 Accounts Receivable

Reprint AR Batch Control Reports (08.410.00)

Used to print or reprint the batch control reports of selected previously released
accounts receivable transaction batches.

Figure 109: Reprint AR Batch Control Reports (08.410.00)

Select by Batch Area - Reprint AR Batch Control Reports

(08.410.00)
Used to select which batches to display. Options are:
Batch Range
Click to select a range of batches to display.
All
Click to display all batches.
From Batch
Type the beginning of the range of batches to display.
To Batch
Type the ending of the range of batches to display.
 Process Screens 271

Select Company Area - Reprint AR Batch Control Reports

(08.410.00)
Used to print or reprint batch control reports for a specific company or for all
companies. Options are:
Specific
Click to print or reprint a specific company’s batch control report.
All
Click to print or reprint batch control reports of all companies in the database.
Company ID
Type a specific company’s alphanumeric code.
Display/Refresh (button)
Click to display the indicated batches.

Detail Area - Reprint AR Batch Control Reports (08.410.00)

Use the Detail area to review batch information.
Selected
Select to reprint the batch control report.
Batch Nbr
Unique identifying code of each batch for which you can reprint a batch control report.
Company ID (detail)
Company’s identification number.
Screen Nbr
Solomon screen used to enter or review the batch.
Status
Current condition of each batch in the Solomon system; options are Posted, Unposted,
or Completed.
Journal Type
Module of original entry for each batch.
Batch Control
Total amount of all transactions in each batch.
Select All (button)
Click to select all batches in the grid for batch control report reprinting.
272 Accounts Receivable

Clear Selections (button)

Click to deselect all batches in the grid, which prevents batch control reports from
being reprinted.
Begin Processing (button)
Click to start the batch control report reprinting (printing) process.
 Process Screens 273

Small Balance/Credit Write Off (08.450.00)

Used to identify documents with small balances or credits and write them off
automatically.
A small balance write-off is used to void or write off an unpaid receivable balance. For
example, suppose you receive a payment of $98 to apply to a $100 invoice and you
decide to write off the remaining $2. To do this, you would select Small Balance as the
document Type, and type 2 in Write - Off Limit.
A small credit write-off is used to void or write off an unapplied payment or credit
memo balance. For example, suppose you receive a payment of $101 to apply to a
$100 invoice. To write off the unapplied payment, select Small Credit as the document
Type, and type 1in Write - Off Limit.
When the small balance or credit write-off process is initiated, this screen will create a
batch of documents to offset the small balances or credits, and will apply those new
documents to the document being written off.

Caution: You should consider setting a high level of security for this screen. While you
can limit the amounts that can be written off from Payment Application (08.030.00),
there is no mechanism for such a limit in this screen. Any invoice, for any dollar
amount, can be written off from here.
274 Accounts Receivable

Figure 110: Small Balance/Credit Write Off (08.450.00)

If tax is included in the write-off, you may want to use the multi-account distribution
so that the tax write-off portion goes to the correct account number.

Caution: If you require the write-offs to affect the tax reports, you cannot write them
off in this screen. You will need to manually reverse them via credit memos or debit
memos in Invoice and Memo (08.010.00), where the tax amounts can be specified in
detail.

Small balances can also be written off during payment application in Payment
Application (08.030.00).
 Process Screens 275

Document Area - Small Balance/Credit Write Off (08.450.00)

Use the Document area to specify the type of write-off to perform, the period in which
to post the write-offs, the default account and subaccount to post to, and the write-off
limit to use in the search.
Type
Enter the type of write-off to perform. Options are:
• Small Balance — Document has a small balance due from the customer. These
will be invoices, debit memos, or finance charges.
• Small Credit — Document has a credit due to the customer. These will be
payments, prepayments, and credit memos.
Small Balance and Small Credit write-offs must be processed as separate batches.
Period to Post
Enter the Period to Post the write-off batch(es) should use for posting.
Account
Default account to which the write-off will be posted. This is either the Small Balance
Write-off (defaults from Default Small Balance WO Account Account on the AR Setup
(08.950.00), Payment Accounts tab) or Small Credit Write-off account (defaults from
Default Small Credit WO Account Account on the AR Setup (08.950.00), Payment
Accounts tab) depending on the document type that has been chosen.

Note: This account can be overridden on Multiple Account Distribution (08.450.02),

accessed by clicking the Multiple Account Distribution button.

Subaccount
Default subaccount to which the write-off will be posted. This is either the Small
Balance Write-off (defaults from Default Small Balance WO Account Subaccount on the
AR Setup (08.950.00), Payment Accounts tab) or Small Credit Write-off subaccount
(defaults from Default Small Credit WO Account Subaccount on the AR Setup
(08.950.00), Payment Accounts tab) depending on the document type that has been
chosen.

Note: This subaccount can be overridden on Multiple Account Distribution (08.450.02),

accessed by clicking the Multiple Account Distribution button.
276 Accounts Receivable

Write - Off Limit

Enter the maximum balance, specified in base currency, a document can have for the
write-off (the initial amount that you are willing to write off for a single document).

Note: The limit entered here is used only as a selection criterion for populating the
Detail area with documents eligible for write-off. The actual selection of the individual
documents for write-off is done in the Detail area.

Total Write-Off Amt

The total write-off amount of all documents selected for write-off. Calculated as the
sum of Doc Balance in the Detail area for all rows where Selected is checked.

Optional Selection Criteria Area - Small Balance/Credit Write Off

(08.450.00)
Use the Optional Selection Criteria area to enter additional selection criteria to find
documents.
Company ID
Company’s identification number and name. If you only want to write off documents
in a specific company, enter the ID here before clicking Find Documents.
Customer ID
Customer’s identification number and name. If you only want to write off documents
for a specific customer, enter the ID here.

Find Documents (button)

Once Type, Write - Off Limit, and any optional selection criteria are entered, click to find
the specified documents. Documents matching the selection criteria are loaded into the
Detail area.

Caution: When Find Documents is clicked and documents are displayed in the Detail
area, all documents will be marked as Selected.

You should consider clicking Clear Selections immediately, to avoid accidentally

writing off documents by clicking Begin Processing too soon.
 Process Screens 277

Detail Area - Small Balance/Credit Write Off (08.450.00)

Use the Detail area to select the small balances to write off. The Detail area displays
key information about the documents that the Find Documents process retrieved. Use
Selected to indicate which documents should be written off.
Selected
Indicates whether the document shown on this line has been selected for write-off.
Company ID
Document company identification number.
Customer ID
Document customer identification number.
Doc Date
Document date.
Doc Balance
Document balance specified in base currency. This is the amount used to compare to
the document Write - Off Limit when selecting documents for write-off. The program
writes off the full document balance amount.
Cury Doc Balance
Document balance, specified in transaction currency.
Ref Nbr
Reference number of the document selected for write off.
Type
Indicates the type of document. This will be invoice, debit memo, or finance charge for
small balance write-offs; payment, prepayment, or credit memo for small credit write-
offs.
Currency ID
Identification code for the transaction currency of the document.
278 Accounts Receivable

Account
The account to which the document was originally posted. This will typically be the
accounts receivable account for invoices and the cash account for payment documents.

Note: This is for information only. In all cases, the small balance or small credit entry
will post as a decrease or increase to the accounts receivable account, respectively.

Subaccount
The subaccount to which the document was originally posted. This will typically be the
accounts receivable subaccount for invoices and the cash subaccount for payment
documents.

Note: This is for information only. In all cases, the small balance or small credit entry
will post as a decrease or increase to the accounts receivable subaccount, respectively.

Select All (button)

Option to select all documents for the write-off.
Clear Selections (button)
Option to deselect all documents for the write-off.
Multiple Account Distribution (button)
This option will load Multiple Account Distribution (08.450.02). Use Multiple Account
Distribution (08.450.02) if you need to redirect the write-off amounts to multiple
accounts or subaccounts or want to post a particular document to an account or
subaccount that differs from the document account and subaccount.
Begin Processing (button)
Once the appropriate documents are chosen, click to start the write-off process.
The process will create and release a batch of small balance or small credit write-off
documents for all the items selected in the Detail area.

Note: If the documents selected for write-off contain different transaction currencies, a
separate batch is created for each currency.

If Post Batches On Release is set to In GL, AR & AP on GL Setup (01.950.00), the

released batch is posted in the general ledger.
If Automatic Batch Reports is selected on GL Setup (01.950.00), the batch control
report and Account Distribution (08.630.00) report are printed.
The batch can be viewed in Invoice and Memo (08.010.00).
 Process Screens 279

Multiple Account Distribution (08.450.02)

Used to distribute a write-off among several accounts.

Figure 111: Multiple Account Distribution (08.450.02)

Ref Nbr
Reference number of the document selected on Small Balance/Credit Write Off
(08.450.00) for the write-off.
Doc Bal
Balance of the document selected for write-off (the amount remaining on the
document, specified in base currency).
Total Write-Off Amt
Sum of Write Off Amount from the Detail area. This amount will increment as detail
lines are entered. When detail entry is complete, this must equal the amount in Doc Bal.
Account
Write-off account. Defaults from Account on Small Balance/Credit Write Off
(08.450.00). Accept the default or select a different account.
Subaccount
Write off subaccount. Defaults from Subaccount on Small Balance/Credit Write Off
(08.450.00). Accept the default or select a different subaccount.
Write Off Amount
Amount to write off for this account and subaccount. When you are finished entering
the write-off amount, click OK to return to Small Balance/Credit Write Off (08.450.00).
280 Accounts Receivable

Generate Recurring Invoices (08.500.00)

Used to produce regular invoices (i.e., create the invoice transactions) from recurring
invoices entered previously in Recurring Invoice (08.270.00).

Figure 112: Generate Recurring Invoices (08.500.00)

Generate Recurring Invoices (08.500.00) populates the grid with recurring invoice
documents that can be selected to generate invoices based on the Generation Date and
Select Company information specified. When Display Invoices is clicked, Solomon will
check the next-generation date and (optionally) the company ID of every recurring
invoice entered in the database and load into the Detail area those that meet the
specified criteria. You can then specify which documents to generate using the
Selected checkbox in the grid.
To create the selected invoice(s), click the Begin Processing button. Solomon generates
the invoice(s) and increments the recurring invoices’ next-generation date. The next-
generation date of a recurring invoice appears in Recurring Invoice (08.270.00).
Solomon deletes recurring invoices that have been generated the number of times for
which they were set up.
After Solomon finishes creating a batch of recurring invoice documents, it can print a
batch control report, listing all of the documents created for the batch. The report will
automatically print if you have selected Automatic Batch Reports on the GL Setup
(01.950.00), Options tab in the General Ledger module.
 Process Screens 281

Generation Date
Date when Solomon should generate regular invoices from recurring invoices.
Solomon automatically displays the current business date (the date you entered when
you logged on to Solomon) as the generation date of the recurring invoices. Enter a
different date or accept the date displayed. Solomon will generate invoice documents
for all recurring invoices having a generation date less than or equal to the date entered
here.

Caution: If the number of months between the next-generation date for the invoice and
the generation date entered here is more than twice the cycle number, Solomon will
generate more than one invoice for the recurring invoice.

Period to Post
Accounts receivable and general ledger fiscal period and year to which the regular
invoices generated from recurring invoices should be posted; default is the current
fiscal period-year.
Handling
Specifies whether or not Solomon automatically releases for posting regular invoices
created from recurring invoices; options are:
• Release Now — Automatically release all regular invoices for posting at the
completion of the generate recurring invoices process.
• Release Later — Do not automatically release the regular invoices for posting;
batches will need to be released later using Release AR Batches (08.400.00).
Select Company
Used to specify whether to generate the recurring invoices for a specific company or
for all companies. Options are:
• Specific — Click to generate recurring invoices for a specific company. If you
select Specific, enter the selected company’s ID at Company ID.
• All — Click to generate recurring invoices of all companies in the Solomon
database. If you select All, Company ID will not be available and all invoices will
be displayed.
Company ID
Type a specific company’s alphanumeric code.
Display Invoices
Click to display the recurring invoices meeting the selection criteria. The invoices
displayed will be based on the values at Generation Date and Company ID. Invoices are
not listed until you click Display Invoices.
282 Accounts Receivable

Selected
Select to generate the regular invoice(s) for the selected recurring invoice.
Reference Number
Unique identifier of the recurring invoice.
Company ID (detail)
Company’s identification number of the recurring invoice.
Customer ID
Customer’s identification number of the recurring invoice.
Invoice Amt
Amount on the recurring invoice.
Update Taxes
Select to update the recurring invoice with the new tax rates when the Rebuild Taxes
button is clicked. Update Taxes will be checked automatically if the user changed a tax
rate for a tax ID included on the recurring invoice. However, if Generate Recurring
Invoice (08.500.00) is run before clicking Rebuild Taxes, then the you will have to
manually update the recurring invoices and generated invoices for which you want to
update the tax information.

Note: This gives you the option to create the invoices with the old tax rates.

Warning: This box is automatically checked if the last time the recurring invoice was
changed was before the date the tax was last changed. If the tax was changed on the
same day the recurring invoice was changed, or if the recurring document was changed
but the taxes not recalculated on a date subsequent to the date the tax was changed, this
box might be inappropriately left unchecked. For this reason, you should carefully
review whether all recurring invoices that require tax recalculation have this box
checked.

Rebuild Taxes
Click to rebuild recurring invoices using current tax rates. Only those invoices with
Update Taxes selected in the grid will be rebuilt.
Select All
Click to select all invoices.
Clear Selections
Click to deselect all invoices.
Begin Processing
Click to start the invoice generation process.
 Process Screens 283

Auto Payment Application (08.510.00)

Used to apply all unapplied accounts receivable payments or credit memos of
customers. For customers who have Auto Apply Payments selected in Customer
Maintenance (08.260.00), it is not necessary to run this process. Their payments will
have been automatically applied at the time they were released.
Auto Payment Application (08.510.00) is accessed by choosing Apply Payment
Application from the Accounts Receivable Screens menu and is used to automatically
apply payments, prepayments, and (optionally) credit memos to outstanding invoices,
finance charges, NSF check charges, and debit memos.

Figure 113: Auto Payment Application (08.510.00)

Cash receipts can be applied in either of two ways — manually or automatically.

Deciding the method to use depends in part on how customer statements are printed, as
follows:
• Balance forward statements — All prior period open documents will be lumped
into one balance forward amount and only the current period activity will be
shown in detail. Since all documents are not shown on the statement, payments
usually do not need to be applied to specific invoices, and can be applied using
auto payment application. However, you have the option of setting up Balance
Forward customers to require the manual application of payments by not
activating Auto Apply Payments in Customer Maintenance (08.260.00).

Note: If Auto Apply Payments in Customer Maintenance (08.260.00) is not

activated for a Balance Forward customer, cash receipts can be manually applied
to specific invoices. If Auto Apply Payments is activated, payments are
immediately applied to the oldest invoices first when the payment
(application/entry) batch is released.
284 Accounts Receivable

• Open item statements — All open documents will be shown in detail regardless of
the period they were entered. For open item customers, payments are more likely
to need to be applied manually. If you have a policy of applying payments to the
oldest documents first, the payments can be applied using auto payment
application.

Note: Whether you select Balance forward or Open item statements has no impact on
the data stored within Solomon. The individual documents are still maintained in the
system. Only the Statements and the payment application methods are affected.

If payments will be manually applied to specific invoices, Payment Application

(08.030.00) is used for this function, even though the payment may have been
originally entered through the Cash Manager module or Payment Entry (08.050.00).
If you use the balance forward option for customers, or have a policy to apply cash
payments to the oldest documents first for open item customers, the cash application
process can be simplified in one of these ways:
• Set up customers with the Auto Apply Payments option in Customer Maintenance
(08.260.00); their payments will be automatically applied when the payment batch
is released.

Note: If you select this option, you will not have the choice of manually applying
their payments.

• Enter, but don’t apply, payments in Payment Application (08.030.00), Payment

Entry (08.050.00), or Cash Account Transactions (20.010.00) in the Cash Manager
module, then use Auto Payment Application (08.510.00) to apply the payments at
the same time.
• In Payment Application (08.030.00), use the Auto Apply tab to apply the payments
in the order in which the documents are listed in the Detail area on the tab. This
gives you the ability to override the default application order if necessary.
Apply Credit Memos
Select to apply credit memos to open customer invoices, debit memos, NSF check
charges, and finance charges. If you select Apply Credit Memos, Solomon will
automatically apply credit memos along with payments and prepayments. If you do not
select Apply Credit Memos, credit memos will not be applied and will need to be
applied manually to the open documents in order to close them.
 Process Screens 285

Release Batch When Finished

Select to release a batch for posting after applying its credit memos or payments. If you
select Release Batch When Finished, Solomon will automatically release the batch and
generate a batch control report after it finishes the release process if Automatic Batch
Reports has been selected on the GL Setup (01.950.00), Options tab. If you do not
select Release Batch When Finished, the batch will be placed on hold for you to review
and edit prior to releasing.
Selected
Select to apply payments and credit memos to the customers included in the statement
cycle’s open documents.
Statement Cycle ID
Identification code of the customer statement cycle.
Last Aging Date
Date when Solomon last aged the statement cycle’s customer documents.
Last Statement Date
Date when Solomon last printed the statement cycle’s customer statements.
Select All
Click to select all statement cycles for payment application.
Clear Selections
Click to deselect all statement cycles.
Begin Processing
Click to start the auto payment application process. This process will apply outstanding
payment, prepayment, and (optionally, based on Apply Credit Memos selection) credit
memo documents against any open invoices, debit memos, NSF check charges, and
finance charges. The payment-type documents will be applied using the oldest
document first. The application will be made to invoice-type documents based on the
value selected for Apply Payments to Finance Charges First on the AR Setup
(08.950.00), Finance Charge Setup tab.
286 Accounts Receivable

Apply Finance Charges (08.520.00)

Used to apply finance charges to the past-due open documents of customers who are
subject to finance charges.
Finance charges are calculated based on the values specified on the AR Setup
(08.950.00), Finance Charge Setup tab. They are calculated for all customers in the
selected statement cycles that have Apply Finance Charges selected on the Customer
Maintenance (08.260.00), Other Options tab.

Note: Any unapplied payment, prepayment, or credit memo documents will be applied
to the oldest outstanding past-due documents prior to calculating the finance charge.

Figure 114: Apply Finance Charges (08.520.00)

 Process Screens 287

Finance Charge Date

Date Solomon uses as the starting point for calculating finance charges; default is the
current business date (the date you entered when you logged on to Solomon). Enter a
different date or accept the date displayed. Solomon uses the date entered here in the
calculation of finance charges. When Solomon finishes this process, it displays this
date in Statement Cycle (08.280.00) as the last-finance-charge date.
Solomon calculates finance charges if the finance charge date is later than the due date
of the open document. However, the charge is based on the time elapsed since the due
date or the customer’s last-finance-charge date, whichever is later.
Selected
Select to apply finance charges to past-due customer documents of customers assigned
to the statement cycle.
Statement Cycle ID
Identification code of the customer statement cycle.
Last Finance Charge Date
Date Solomon last applied finance charges to the statement cycle’s customer
documents.
Last Statement Date
Date Solomon last printed the statement cycle’s customer statements.
Select All
Click to apply finance charges to all statement cycles.
Clear Selections
Click to deselect all statement cycles.
Begin Processing
Once the appropriate statement cycles are chosen, click to start the apply finance
charges process. Finance charges are calculated based on the values specified on the
AR Setup (08.950.00), Finance Charge Setup tab. They are calculated for all customers
in the selected statement cycles that have Apply Finance Charges selected on the
Customer Maintenance (08.260.00), Other Options tab.
288 Accounts Receivable

Age Customer Detail (08.530.00)

Used to recalculate the aging information of customer balances according to the due
dates on open customer invoices, debit memos, and finance charges. This process can
be performed as many times during the statement cycle as needed for reporting
purposes.
Unapplied payments, prepayments, and credit memos will be aged based on Age
Payments, Prepayments and Credit Memos on the AR Setup (08.950.00), Customer
Defaults tab.
The aging categories used are specified on Statement Cycle (08.280.00).

Figure 115: Age Customer Detail (08.530.00)

Note: If you are going to close the statement cycle immediately after aging, you can
skip Age Customer Detail (08.530.00) and run the aging at the same time you close by
selecting Age A/R before closing on Close Statement Cycle (08.590.00).
 Process Screens 289

Aging Date
Date Solomon uses as the starting point for recalculating the aging information of
customer documents. Aging Date is display-only in Age Customer Detail (08.530.00); it
cannot be changed here.

Note: If you need to change the aging date, close Age Customer Detail (08.530.00) and
choose File | Business Date on the Solomon menu bar. This opens a window containing
a calendar that you can use to change the business date. Select a new date (this will
serve as the aging date), close the calendar, and then reopen Age Customer Detail
(08.530.00).

Include Future Documents

Select to include the future-period documents of the statement cycle(s) you select in
the current statement cycle aging. This option standardizes functionality between Age
Customer Detail (08.530.00) and Statement Cycle (08.590.00) by providing clients
with a consistent selection of options.
Selected
Select to recalculate the aging information of customer documents in the statement
cycle. You can select more than one statement cycle for aging.
Statement Cycle ID
Identification code of each customer statement cycle.
Last Aging Date
Date when Solomon last aged the statement cycle’s customer documents.
Last Statement Date
Date when Solomon last printed the statement cycle’s customer statements.
Select All (button)
Click to select all statement cycles for document aging.
Clear Selections (button)
Click to deselect all statement cycles.
Begin Processing (button)
After you select the statement cycle(s) to be aged, click to start the document aging
process.
290 Accounts Receivable

Delete AR Detail (08.550.00)

Used to remove accounts receivable activity and customer history that are no longer
required, based on the values specified in Years to Retain History and Periods to Retain
Tran Detail on the AR Setup (08.950.00), GL Options tab.

Note: This process can also be run as part of the normal closing process by checking
Delete Detail for Accounts Receivable on Closing (01.560.00) in the General Ledger
module.

Figure 116: Delete AR Detail (08.550.00)

 Process Screens 291

Current Fiscal Period

Current fiscal period and year.
Delete Detail From
Fiscal period and year when Solomon should begin deleting accounts receivable
activity.

Note: The delete detail process will delete documents for which the period the
document was closed is less than or equal to the period specified in Delete Detail From
only if all associated documents are also going to be deleted. Invoice-type documents
will be deleted only if all payment-type documents that were applied to them are being
deleted and payment-type documents will be deleted only if all invoice-type documents
to which they were applied are also being deleted.

For example, if a payment was applied to an invoice as a partial payment that closed
out the payment in a period less than or equal to the Delete Detail From period, but the
invoice was not fully paid until a period greater than the Delete Detail From period,
neither the payment or invoice would be deleted.

Delete History From

Fiscal year when Solomon should begin deleting customer history.
Delete Customers with no activity since
Select to delete the information of all customers with zero balances and no activity
since the date entered.
Begin Processing (button)
Click to start the detail deletion process.
292 Accounts Receivable

Close Statement Cycle (08.590.00)

Used to close customer statement cycles after the statement cycles are complete in
preparation for printing customer statements. Running Close Statement Cycle
(08.590.00) updates last statement date and balance for the cycle, customer and
document records. This process may be run any time statements need to be printed.

Figure 117: Close Statement Cycle (08.590.00)

Note: As with Age Customer Detail (08.530.00), Statement Date cannot be changed. If
you need to change the statement date, close Close Statement Cycle (08.590.00) and
choose File | Business Date on the Solomon menu bar. This opens a window containing
a calendar that you can use to change the business date. Select a new date (this will
serve as the statement cycle closing date), close the calendar, and then reopen. The file
menu has an option for Business Date. Select a new date, close the calendar and then
reopen Close Statement Cycle (08.590.00).
 Process Screens 293

Statement Date
Date Solomon should use as the statement cycle closing date; default is the current
business date.
Age A/R before closing
Select to recalculate document aging information before closing statement cycles. If
you select this option, you do not need to run Age Customer Detail (08.530.00)
separately. If you do not select this option, Solomon uses the aging information
without recalculating the aging balances.
The aging process will use the Statement Date. If there is a reason the aging should be
done as of a different date, it should be run separately in Age Customer Detail
(08.530.00).
Include Future Documents
Select to include the future-period documents of the statement cycle(s) you select as
part of the current statement cycle closing.
Selected
Select to close the statement cycle.
Statement Cycle ID
Identification code of each customer statement cycle.
Last Aging Date
Statement cycle date when Solomon last aged the statement cycle’s customer
documents.
Last Statement Date
Statement cycle date when Solomon last printed the statement cycle’s customer
statements.
Select All (button)
Click to select all statement cycles.
Clear Selections (button)
Click to deselect all statement cycles.
Begin Processing (button)
Once the options are set and the cycles selected, click to start the statement cycle
closing process.
294 Accounts Receivable
 Setup and Integrity Screens 295

Setup and Integrity Screens

AR Setup (08.950.00)
Used to adapt the Solomon Accounts Receivable module to the structure of your
business. AR Setup (08.950.00) contains numerous tabs used to define accounts
receivable information. Some of the settings in the window cannot be changed once the
system is in use. For the most part, however, the settings provide default settings
designed to speed data entry and reduce errors.

Figure 118: AR Setup (08.950.00)

Caution: Before entering information in AR Setup (08.950.00), you must first set up at
least part of the chart of accounts in General Ledger’s Chart of Accounts Maintenance
(01.260.00), customer sales terms in Shared Information’s Terms Maintenance
(21.290.00), at least one customer class in Customer Class (08.290.00), and statement
cycles in Statement Cycle (08.280.00).
296 Accounts Receivable

Invoice Accounts Tab - AR Setup (08.950.00)

Information about the company’s general ledger accounts and subaccounts used as the
default Accounts Receivable module accounts and subaccounts. Some of the
accounts/subaccounts provide default values to data entry screens or processes; others
are used for new customer classes in Customer Class (08.290.00), which are then used
to fill fields in Customer Maintenance (08.260.00).

Figure 119: Invoice Accounts tab of AR Setup (08.950.00)

Most of the account/subaccount entries on this tab can be overridden in other windows
and/or during data entry. The defaults are designed to reduce entry errors and to help
facilitate consistency.
The exceptions to this are Default Discount Account, Default Finance Charge Account on
the Invoice Accounts tab and Default NSF Charge Account on the Payment Accounts tab.
The settings on these tabs will control posting of those items for all customers.
Accounts Receivable Account
Account to debit for customer sales. When you are setting up new customer classes in
Customer Class (08.290.00), the value from this field will be used to fill AR Account
on the Customer Defaults tab. A different account for a specific customer class may be
entered at that time.
 Setup and Integrity Screens 297

Accounts Receivable Subaccount

Subaccount to debit for customer sales. When you are setting up new customer classes
in Customer Class (08.290.00), the value from this field will be used to fill AR
Subaccount on the Customer Defaults tab. A different subaccount for a specific
customer class may be entered at that time.
Default Cash Account
Bank account to debit for customer payments. When you are entering cash receipts, the
values from this field will be used to fill Account on the Payment Application
(08.030.00), Payment/Memo tab or Document Account on Payment Entry (08.050.00).
A different account may be entered at that time.
Default Cash Subaccount
Subaccount to debit for customer payments. When you are entering cash receipts, the
values from this field will be used to fill Subaccount on the Payment Application
(08.030.00), Payment/Memo tab or Document Subaccount on Payment Entry
(08.050.00). A different subaccount may be entered at that time.
Default Discount Account
Contra-revenue account to debit for payment discounts given to customers. The
account entered here will be used by the system for posting the discount amounts
whenever a payment discount is given on a receipt. This entry may not be overridden.
Default Discount Subaccount
Contra-revenue subaccount to debit for payment discounts given to customers. The
subaccount entered here will be used by the system for posting the discount amounts
whenever a payment discount is given on a receipt. This entry may not be overridden.
Default Finance Charge Account
Income account to debit for finance charges you levy on customers. The account
entered here will be used by the system for posting the amounts generated by Apply
Finance Charges (08.520.00). This entry may not be overridden.
Default Finance Charge Subaccount
Income subaccount to debit for finance charges you levy on customers. The subaccount
entered here will be used by the system for posting the amounts generated by Apply
Finance Charges (08.520.00). This entry may not be overridden.
Default Income Account
Revenue account to credit for customer purchases. When you are setting up new
customer classes in Customer Class (08.290.00), the value from this field will be used
to fill AR Sales Account. A different account for a specific customer class may be
entered at that time.
Default Income Subaccount
Revenue subaccount to credit for customer purchases. When you are setting up new
customer classes in Customer Class (08.290.00), the value from this field will be used
to fill AR Sales Subaccount. A different subaccount for a specific customer class may
be entered at that time.
298 Accounts Receivable

Payment Accounts Tab - AR Setup (08.950.00)

Used to set up and display default payment accounts. As with the default invoice
accounts on the Invoice Accounts tab, some of the fields provide values to data entry
screens or processes while others are used for new customer classes on Customer Class
(08.290.00), which are then used to fill fields on Customer Maintenance (08.260.00).
Most of the account and subaccount entries on this tab can be overridden in other
screens or during data entry. The defaults are designed to reduce entry errors and to
help facilitate consistency.
The exception to this is Default NSF Charge Account. These settings will control posting
of NSF charges for all customers.

Figure 120: Payment Accounts tab of AR Setup (08.950.00)

 Setup and Integrity Screens 299

Default NSF Charge Account

Account credited for non-sufficient funds (NSF) check bank charges made to
customers when Charge NSF Fee is selected in Application Inquiry/Reversal
(08.240.00).
Default NSF Charge Subaccount
Subaccount credited for non-sufficient funds (NSF) check bank charges made to
customers when Charge NSF Fee is selected in Application Inquiry/Reversal
(08.240.00). This subaccount cannot be changed during data entry.
Default Prepayment Account
Liability account to credit for customer prepayments. The account entered here will be
used to fill Prepay Account when you are setting up new customer classes on the
Customer Class (08.290.00), Customer Defaults tab. A different account for a specific
customer class may be entered at that time.
Default Prepayment Subaccount
Liability subaccount to credit for customer payments. The subaccount entered here will
be used to fill Prepay Subaccount when you are setting up new customer classes on the
Customer Class (08.290.00), Customer Defaults tab. A different subaccount for a
specific customer class may be entered at that time.
Default Small Balance WO Account
If Type is set to Small Balance, this account is used to default Account in the Document
area on Small Balance/Credit Write Off (08.450.00). This is the default account to debit
for small balance write-offs. A different account can be entered, if necessary, in that
screen.
Default Small Balance WO Subaccount
If Type is set to Small Balance, this subaccount is used to default Subaccount in the
Document area on Small Balance/Credit Write Off (08.450.00). This is the default
subaccount to debit for small balance write-offs. A different subaccount can be entered,
if necessary, in that screen.
Default Small Credit WO Account
If Type is set to Small Credit, this account is used to default Account in the Document
area on Small Balance/Credit Write Off (08.450.00). This is the default account to
credit for small credit write-offs. A different account can be entered, if necessary, in
that screen.
Default Small Credit WO Subaccount
If Type is set to Small Credit, this subaccount is used to default Subaccount in the
Document area on Small Balance/Credit Write Off (08.450.00). This is the default
subaccount to credit for small credit write-offs. A different subaccount can be entered,
if necessary, in that screen.
300 Accounts Receivable

GL Options Tab - AR Setup (08.950.00)

Used to set up the general ledger options for the Accounts Receivable module.

Figure 121: GL Options tab of AR Setup (08.950.00)

GL Posting Option
Controls the level of detail at which Solomon posts accounts receivable activity to the
general ledger; options are:
• Summary — For each batch, summarize the transactions in the batch and post only
a single transaction for each unique combination of account, journal type,
document type, subaccount, document-level company ID, transaction type,
transaction-level company ID, and DrCr indicator. When batches are released, the
total amount to be posted to each general ledger account and subaccount is
calculated and one entry is made for each of the above combinations.
• Detail — All transactions in the batch will be posted in full detail unless they are
charged to an account where Summarize All But GL is selected in Posting Options
on Chart of Accounts Maintenance (01.260.00) in the General Ledger module
(which will be posted in Summary as explained above). The individual entries
from the invoices, memos, and payments will appear in the general ledger in
Account History Detail (01.300.01) and on the Detail General Ledger (01.620.00)
report.
 Setup and Integrity Screens 301

Note: You may prefer to see detail posting, as it makes it easier to review activity in an
account if each entry includes the customer name or a description of the item.
However, while it is useful to have the detail in the income accounts, detail posting
also creates a multitude of line items in the checking account and especially in the
accounts receivable account, where there will be a line for each invoice, memo and
receipt.

To help alleviate this problem, there is an option in General Ledger’s Chart of

Accounts Maintenance (01.260.00) which allows you to set the posting detail level on
an account-by-account basis. At Posting Options, you can select Post in Detail or
Summarize All But GL. By setting the checking and accounts receivable accounts to
Summarize All But GL, you can still have detail posting in the income accounts.

Note: Keep in mind that the posting options in the Accounts Receivable module must
be set correctly in order to get the desired result in the general ledger. If you want
detail posting in general ledger, AR Setup (08.950.00) must be set to Detail posting, as
well as Posting Options in Chart of Accounts Maintenance (01.260.00). If you set the
Accounts Receivable module to Summary posting, the posting will be done in
summary regardless of the settings in Chart of Accounts Maintenance (01.260.00).

Note: If you have a high level of activity, you should consider Summary posting. Detail
posting can result in much larger data files and reports. With the drill-down capabilities
in the general ledger history screens, you still have the ability to view the original data
entry screens. The one shortfall is that the Detail General Ledger (01.620.00) report
will not include the line-item detail.

Current Period Number

Current fiscal period and year for the Accounts Receivable module. The period can be
entered here when you are first setting up the module. The period number is used by
the system as the default to populate Period To Post during data entry (invoices,
memos, payments, etc.). A different period number may be entered at that time, if
necessary.

Caution: Once transactions have been entered, Current Period Number cannot be
changed.

Years to Retain History

Maximum number of fiscal years prior to the current year that Solomon should retain
customer history. The system tracks net sales, cost of goods sold, debit memos, credit
memos, finance charges, discounts and receipts for each customer, by period. This
history information appears in Customer History (08.261.00) and on several of the
reports. The entry here can be changed at any time. However, if the number of years is
increased, history which has already been deleted will not be recovered.
302 Accounts Receivable

This value is used to calculate Delete History From on Delete AR Detail (08.550.00) to
determine the fiscal year from which to delete accounts receivable history records.
Periods to Retain Tran Detail
Maximum number of periods prior to the current period that Solomon should retain
accounts receivable activity: the number of periods for which invoices, receipts, and
adjustments will be retained once they are closed. For example, if the field is set to 12,
any closed items older than 12 accounting periods will be deleted when detail is
deleted from the module. The entry here field can be changed at any time. However, if
it is lengthened, history which has already been deleted will still not show up.
This value is used calculate Delete Detail From on Delete AR Detail (08.550.00) to
determine the fiscal year from which to delete accounts receivable documents.
Open documents are never deleted, regardless of age. An unpaid invoice will remain in
the system forever.

Note: The detail delete process will delete documents for which the period in which the
document was closed is less than or equal to the period specified in Delete Detail From
on Delete AR Detail (08.550.00) and only if all associated documents are also going to
be deleted. Invoice-type documents will be deleted only if all payment-type documents
that were applied to them are being deleted. Payment-type documents will be deleted
only if all invoice-type documents to which they were applied are also being deleted.

For example, if a partial payment was applied to an invoice in a period less than or
equal to the Delete Detail From period, and the invoice was not fully paid until a period
greater than the Delete Detail From period, neither the payment nor the invoice would
be deleted.

Nbr of Pds in Avg Days to Pay

Maximum number of periods prior to the current period that Solomon should include
in the average-days-to-pay calculation. Customer Maintenance (08.260.00) and some
of the reports include a field showing the average number of days it takes the customer
to pay invoices. The setting here will determine the number of periods (in addition to
the current period) that will be included in the calculation.
 Setup and Integrity Screens 303

Customer Defaults Tab - AR Setup (08.950.00)

Used to specify default customer information.

Figure 122: Customer Defaults tab of AR Setup (08.950.00)

Default Statement Cycle

Identification code of the default statement cycle. The statement cycle ID entered here
will be used to fill Statement Cycle on the Customer Maintenance (08.260.00), Other
Options tab when new customers are being set up. A different ID may be entered at that
time.
Default Customer Class
Identification code of the default customer class. The customer class ID entered here
will be used to fill Class ID in Customer Maintenance (08.260.00) when new customers
are being set up. A different class ID may be entered at that time.
304 Accounts Receivable

Default Statement Type

Controls the default level of detail printed on customer statement. The statement type
selected will be used as the default Statement Format for new customers in Customer
Maintenance (08.260.00). The setting can be changed on a customer-by-customer
basis. Options are:
• Balance Forward — Print customer statements in a balance-forward format, which
shows less detail, similar to the detail level of credit card and utility bill
statements. The statement has a line with the total from the last statement,
followed by the invoices, adjustments and payments created since the last
statement.
• Open Item — Print customer statements in an open-item format, which shows the
information of all open items regardless of the date of the items.
Default Ship Complete Action
Select to specify the default Ship Complete option on customer orders and shippers.
Used as the default Ship Complete on the Order Management tab of Customer
Maintenance (08.260.00).
• Ship Complete — If the available inventory quantity is insufficient to fill the entire
order, no shipment will take place until additional inventory is received to fill the
entire order.
• Partially Ship-Cancel Remainder — If the available inventory quantity is
insufficient to fill the entire order, a partial shipment will be made and the
remainder of the order will be cancelled (no backorder is created).
• Backorders Allowed — If the available inventory quantity is insufficient to fill the
entire order, a partial shipment will be made and a backorder will be created for
the remainder of the order.
• n/a — Default value not specified.
Default Customers to Auto Apply Payments
Select to automatically apply the payments and credit memos of all customers to their
oldest invoices, debit memos, or finance charges when you enter payments. In
Customer Maintenance (08.260.00), there is an option to auto apply payments. If you
select Default Customers to Auto Apply Payments, new customers will automatically be
set up with Auto Apply Payments selected on the Customer Maintenance (08.260.00),
Other Options tab, but can be changed (i.e., not auto apply) at any time.
 Setup and Integrity Screens 305

Allow Small Balance Write Off in Payment Applications

Select to allow small balance write-offs on Payment Applications (08.030.00). The
small balance write-off process is normally done in Small Balance/Credit Write Off
(08.450.00). The Balance Write-Off button in Payment Applications (08.030.00) can be
used to write off small balances during the payment application process if this option is
selected in AR Setup (08.950.00).
Maximum Small Balance
Maximum amount, specified in base currency, that can be written off in Payment
Applications (08.030.00). If you want to write off amounts greater than this, they must
be written off using Small Balance/Credit Write Off (08.450.00).
Automatically Generate NSF Check Bank Charge
Select to allow a charge to a customer’s account for a check voided in Application
Inquiry/Reversal (08.240.00). In Application Inquiry/Reversal (08.240.00), you can
void previously entered receipts and treat them as NSF checks. If Automatically
Generate NSF Check Bank Charge is selected and Void Selected Application (NSF Check)
in Process on Application Inquiry/Reversal (08.240.00) is also selected, the Charge NSF
Fee checkbox will be activated. The amount of the charge is obtained from NSF Check
Bank Charge.
NSF Check Bank Charge
If the system is set to automatically create a charge for NSF checks (i.e., Automatically
Generate NSF Check Bank Charge selected), this is the amount of the NSF check charge
to apply to a customer for a voided check in Application Inquiry/Reversal (08.240.00).
Age Payments, Prepayments and Credit Memos
Select to enable the aging of unapplied payments, prepayments, and credit memos. If
selected, Age Customer Detail (08.530.00) will age the unapplied payment-type
documents based on their document dates. If not selected, these will be applied against
the outstanding invoice-type documents by document date (oldest first). Any remaining
credit balance will be placed in the current bucket.
Payment Application Sort Default
Specifies the default document sort order (the order in which open invoices and debit
memos appear) in the Detail area of Payment Application (08.030.00); options are:
• By Document Type — Sort by the type of document.
• By Reference Number — Sort by original reference number with the lowest
numbers at the top of the list.
• By Due Date — Sort by due date (oldest at the top).
A different sort order can be selected during payment application.
306 Accounts Receivable

Customer View Default

When Customer Activity (08.260.04) is opened from within Customer Maintenance
(08.260.00), controls which customer documents are available for review (the level of
detail displayed) on Customer Activity (08.620.04); options are:
• Current plus Open Documents — Displays customer’s paid and open documents
from the current period plus open documents from prior and future fiscal periods
which were closed (paid) during the current period.
• Open Documents Only — Displays only the customer’s open documents: unpaid
invoices, unpaid debit memos, unapplied payments and unapplied credit memos.
• All Documents — Displays all of the customer’s paid and open documents. This
includes all documents in the system for the customer, for as far back as
transaction detail has been retained.
Once the screen is opened, the option can be changed from within the screen. Also, the
default setting selected here can be changed at any time.
 Setup and Integrity Screens 307

Finance Charge Setup Tab - AR Setup (08.950.00)

Used to specify finance charge maintenance information for your business. If you do
not charge interest on past due invoices, you do not need to complete this tab.

Figure 123: Finance Charge Setup tab of AR Setup (08.950.00)

Annual Finance Charge Percent

Annual finance charge percentage Solomon uses to calculate customer document
finance charges. Enter 12% as 12.00.
Minimum Finance Charge
Smallest finance charge Solomon will assess the customer. This field can be used to
keep the system from charging small amounts for finance charges. The monthly
finance charge for a customer with a past due balance will be at least this amount.
Always Charge Minimum
Select to assess a finance charge for past-due customer documents for which the
calculated finance charges are less than the minimum finance charge. When this option
is selected, all customers with a past-due balance will be charged at least the minimum
finance charge. If it is not selected, customers with a past-due balance that calculates to
be less than the minimum finance charge will not be assessed a finance charge.
308 Accounts Receivable

Compound Finance Charge

Select to compound the customer finance charges for past-due customer documents
(calculate finance charges on previously assessed finance charges which are still
unpaid).
When Compound Finance Charge is selected, the following formula is used for the
calculation:
(current invoice, debit memo, or finance charge balance) x (annual finance charge
percentage/365) x (current date - last finance charge due date or invoice, debit memo,
finance charge due date, whichever is first).
If you do not select Compound Finance Charge, the following formula is used for the
calculation:
(current invoice or debit memo balance) x (annual finance charge percentage/365) x
(current date - last finance charge due date or invoice, debit memo, finance charge due
date, whichever is first).
Apply Payments to Finance Charges First
If you are auto applying payments, the order in which Solomon applies payments to
outstanding finance charges when using Payment Application (08.030.00) or Payment
Entry (08.050.00).
• No, use Document Date Order — Applies payments to outstanding customer
documents in due-date order, which is the oldest to most current due date.
• Yes, Pay Finance Chgs First — Applies payments to outstanding customer finance
charges before applying them to outstanding customer documents, regardless of
due date.
• Prompt as Payments are Entered — Will prompt you to indicate whether the
payment should be applied to finance charges or open customer documents when
entering payments in Payment Application (08.030.00) and Payment Entry
(08.050.00).
 Setup and Integrity Screens 309

Other Options Tab - AR Setup (08.950.00)

Used to make system-level decisions that affect the operation of the Solomon Accounts
Receivable module.

Figure 124: Other Options tab of AR Setup (08.950.00)

Last Batch Number

Last number assigned to a transaction batch. This field is maintained by the system and
tracks the last batch number used. If you want batch numbers to start at a particular
point, a different number may be entered here at any time.
With a new Solomon installation, the batch number in all the modules starts at 000000.
While the system has no problem with duplicate batch numbers from different
modules, it can be confusing for users and create problems when trying to print GL
reports selected by batch number. To help avoid confusion, consider starting the batch
numbers for each module at a different point. For example, the general ledger batch
numbers could start with 100000, the Accounts Payable batch numbers at 200000, and
the accounts receivable batch numbers at 300000.
310 Accounts Receivable

Auto Reference Numbering

Select to have Solomon assign reference numbers to accounts receivable documents
(invoices and memos) automatically, based on the current value shown in Last
Reference Number. Clear this option if you want to assign reference numbers manually.

Caution: Invoice reference numbers must be unique within the application database.

Note: During initial setup, you may need to clear Auto Reference Numbering to enter
old invoice numbers. When setup is complete, Auto Reference Numbering can be
selected again.

Last Reference Number

Last reference number assigned to a document. This field is maintained by the system
and tracks the last reference number used. If you want reference numbers to start at a
particular point, a different number may be entered here at any time.
Last Reference Number accommodates document numbering schemes up to 10
positions long: four-position schemes, six-position schemes, etc. When defining the
Last Reference Number numbering scheme for automatic reference numbering (see
“Auto Reference Numbering” above), type a starting sequence value containing the
exact number of character positions to use for document reference numbers.
• Type 000000 to have Solomon use a six-position numbering scheme and number
the next document entered with the 000001 reference number.
• Type 00000010 to have Solomon use an eight-position numbering scheme and
number the next document entered with the 00000011 reference number.
If you want to use a four-position number but you type 0000000000, Solomon will
number the next document entered with the 0000000001 reference number.
After you define the Last Reference Number numbering scheme and reference number,
Solomon automatically increments the reference by one for each new document
entered.

Caution: With a new Solomon installation, the reference number in all the modules
starts at 000000. Invoice reference numbers must be unique within the application
database.

Note: Last Reference Number is also used by the Flexible Billing module and Field
Service Management invoicing to generate their invoice numbers. The Order
Management module, however, generates invoice numbers based on the values entered
in Invoice Numbers on the Order Types (40.200.00), Numbers tab.

Post Payment Discount into Company of Invoice

If checked, payment discounts in a multi-company database will be posted to the
company of the invoice. Otherwise, payment discounts will be posted to the company
of the payment.
 Setup and Integrity Screens 311

Tran Description Default

Controls the default value used for transaction detail line descriptions. The system can
be set to automatically enter text at Description for each detail row of transactions
entered in Invoice and Memo (08.010.00). The description text is included when
posting to the General Ledger module in detail and appears on the Detail General
Ledger (01.620.00) report. In addition, the description text appears on invoices printed
using the Invoice/Memo Forms (08.760.00) report. Options are:
• Combination ID and Name — Begin all transaction detail line descriptions with a
customer ID-customer name combination. If the user enters a description, it will
replace the customer name portion of the description; the customer ID prefix will
remain.
For the detail posted to the general ledger accounts receivable account, the
description will be the customer ID and name, regardless of any text entered in
Description at the document level.
• Customer ID — Begin all transaction detail line descriptions with a customer ID.
If the user enters text, the Customer ID is added to the beginning of Description. If
the total characters in the ID and the text entered are too long for the field, the text
entered by the user is truncated.
For the detail posted to the general ledger accounts receivable account, the
description will be the customer ID, regardless of any text entered in Description at
the document level.
• Customer Name — Begin all transaction detail line descriptions with a customer
name. If the user enters text, only the text is used; the customer name is dropped
from the field.
For the detail posted to the general ledger accounts receivable account, the
description will be the customer name, regardless of any text entered by the user in
Description at the document level.
• User Entered Description Only — All transaction detail lines should consist only
of a user-entered description (nothing is entered automatically at Description).
For the detail posted to the general ledger accounts receivable account, the
description will be the text entered in Description at the document level.

Note: It is a good idea to have some level of default entry. Otherwise, if the data entry
persons do not make an entry, the transactions in the general ledger revenue accounts
will have no description, making it difficult to analyze activity in an account without
tracing the entries back to their source.
312 Accounts Receivable

Credit Checking Type

Controls the type of credit checking that will be performed in Invoice and Memo
(08.010.00) for customers whose balances and documents exceed the credit limit
restrictions you have established. There are four options available for the credit
checking type, which place varying degrees of restrictions on creating new invoices for
customers with delinquent balances or whose balances exceed their credit limit.

Note: Credit checking for sales order and shippers in the Order Management module is
controlled by the values entered in Credit on the Customer Maintenance (08.260.00),
Customer Information tab.

The credit checking process takes place when new invoices are entered. The system
reviews the customer records, checking to see whether the customer’s oldest open
invoice is older than the number of days specified in Days Past Due or if the new
invoice will cause the customer’s balance to go over the credit limit (which is set for
each customer in Limit on the Customer Maintenance (08.260.00), Customer
Information tab).
If either situation is found, the system will react based on one of the following options:
• Combined Amount and Days — Perform both Limit Amount and Days Past Due
checking.
• Limit Amount — Give a warning for any invoices that will cause a customer’s
balance to exceed the credit limit entered in Limit on the Customer Maintenance
(08.260.00), Customer Information tab by more than the values specified in
OverLimit Type/Amount. If the customer balance is over the credit limit but within
the buffer, a warning appears, indicating that the limit has been exceeded by an
allowable amount. Ignored if a customer’s credit limit is zero. Past due invoices
are not considered.
• Days Past Due — Give a warning if the customer’s oldest open invoices are past
due by a number of days greater than the value in Days Past Due. The credit limit
is not considered.
• Warning Only — Give a warning if the customer fails either the Limit Amount or
Days Past Due checks.

Note: This value works the same as the Combined Amount and Days value and is a
legacy from previous versions of the software in which the credit checking values
controlled credit checking for sales orders.

Days Past Due

Maximum number of days a customer’s oldest invoice can be past due before Solomon
warns about overdue invoices. This field is not available if Limit Amount is selected in
Credit Checking Type.
 Setup and Integrity Screens 313

OverLimit Type/Amount
Used to determine the type of warning message given if the customer fails any of the
credit checks where the Credit Checking Type includes a Limit Amount check. Options
are:
• Amount — Use a fixed monetary amount as the maximum overlimit value.
• Percent — Use a percentage of the customer’s credit limit as the maximum over
limit value. The system calculates an over limit amount based on the percentage
specified.
This field is not available if Days Past Due is selected.
Sales Tax Default
Specifies where Solomon should obtain the default sales tax ID for each new document
transaction detail line entered during accounts receivable document (invoice) entry.
• Previous Line on Document — Obtains the default sales tax ID from the previous
transaction detail line.
• Customer Defaults — Obtains the default sales tax ID based on the Default From
value on the Customer Maintenance (08.260.00), Defaults tab.
This setting can be changed at any time.
Allow Sales Tax Entry
Select to activate the detailed tax record function in Solomon, allowing entry of
multiple tax IDs and amounts for each detail row, in invoices and adjustments.
Tracking the taxes in this manner provides the information necessary for Solomon’s
detailed tax reports, in the Shared Information module. If this option is not selected,
sales taxes will not be calculated by Solomon. Taxes can still be entered as a separate
line item.
Decimal Places Qty
Number of decimal places that will be allowed during invoice and adjustment entry, for
Quantity fields. During data entry, the system calculates the Amount for each line item
based on the Quantity and Unit Price entries. The amounts are rounded based on
Decimal Places specified in Currency Maintenance (24.250.00) for the transaction or
base currency. If the Currency Manager module is not installed, the number of decimal
places for the base currency is specified in Decimal Places on the GL Setup
(01.950.00), Currency Info tab.
Decimal Places Price
Number of decimal places that will be allowed during invoice and adjustment entry, for
Unit Price fields. During data entry, the system calculates the amount for each line item
based on the quantity and unit price entries. The amounts are rounded based on Decimal
Places specified in Currency Maintenance (24.250.00) for the transaction or base
currency. If the Currency Manager module is not installed, the number of decimal
places for the base currency is specified in Decimal Places on the GL Setup
(01.950.00), Currency Info tab.
314 Accounts Receivable

Number of documents to display in Payment Applications screen (08.030) before

message
Maximum number of documents that can be listed on Payment Applications
(08.030.00) without causing Solomon to generate a message. In Payment Applications
(08.030.00) when you enter a Customer ID, the open documents for the customer are
displayed in the Detail area of the screen. If the customer has a large number of open
items, they can take awhile to load and may take up several pages of the window.
If you enter a limit here, the system will immediately display a customer’s documents
if they have fewer than the limit. For those over the limit, you will be prompted to
select whether or not you want the documents displayed. If not, the Detail area of the
screen remains blank and you can enter specific invoice numbers (or use the F3 lookup
function to search for items).
Quick Print (printer icon)
Click the printer icon to print the accounts receivable setup report. The accounts
receivable setup report shows all information that has been entered within the accounts
receivable setup record. This can be used as a record to review AR Setup (08.950.00)
options.
 Setup and Integrity Screens 315

AR Integrity Check (08.990.00)

Used to verify the integrity (completeness and accuracy) of accounts receivable
information. AR Integrity Check (08.990.00) should be run at least monthly with any
noted errors reconciled or corrected. There are three options which verify the data in
the Accounts Receivable module and do not change any data. The other two options
will change the data in the Customer records.

Caution: Do not select Correct Customer Balances to Total Doc Balance or Rebuild AR
History from Documents without running the other three verification processes first.
Also, a backup of the database should be done before running either integrity check
function.

Figure 125: AR Integrity Check (08.990.00)

Verify Posted AR Batches

Select to review all released accounts receivable batches to ensure that they were
transferred correctly to the general ledger (i.e., they are complete and accurate in the
general ledger). The process looks at each batch and ensures that there are documents
for the batch and that the document amounts accumulated to the batch Control Total. If
there are differences, an event log entry will be created.
Verify Customer Balances
Select to review all customer records to verify that the sum of the customer’s open
document balance equals the customer’s associated current and future balance
amount(s). If there is a difference, an event log entry will be created.
316 Accounts Receivable

Correct Customer Balances to Total Doc Balance

Select to review all customer records and update (recompute) the records as necessary
to agree with their supporting open document balances. Before you run this function,
you should ensure that all documents in the database are complete and correct. Run
Verify Posted AR Batches, Verify Customer Balances, and Verify Payment Applications
before you run this function. Correct Customer Balances to Total Doc Balance is
available only if Verify Customer Balances is selected.
Verify Payment Applications
Select to review the application process for all payments and credit memos to ensure
that both adjusting and adjusted document records were updated (correctly applied to
the database). If there are any errors, an event log entry will be created.
Rebuild AR History from Documents
Select to update the customer history records by summarizing the accounts receivable
documents for each customer by period. Do not run this process without first running
the three AR Integrity Check (08.990.00) verification options.
Verify Periods of Closing
Select to verify that the document period closed is populated with the correct value. If
there are errors, it will note which document is not correct.
Correct Periods of Closing
Select to verify and correct all document periods of closing. If there are errors detected
in the period of closing, this option will populate the period closed with the correct
value.
Begin Processing (button)
Once you have selected the integrity check functions to run, click to start the integrity
checking process.
 Reports 317

Reports

Statements (08.600.00)
Use to print statements of customer account after all customer invoices, memos, and
cash payments have been entered in Solomon. Solomon processes and prints
statements according to statement cycle (a means of identifying and grouping
customers with similar characteristics whose statements should be printed at the same
time). Each customer is given a statement cycle ID in order to assign the customer to
the correct statement cycle. When statements for a statement cycle are printed, the
statements of all customers in the statement cycle group are included in the printing.

Statement
DATE
Friday, January 07, 2000

ACCOUNT
CT0130

Mr. Paul Olson

Mr. Paul Olson-CT0130
1200 Division St.
Suite 500 Chicago, IL 60606
United States

PAGE 1 of 1

REF DATE DESCRIPTION AMOUNT BALANCE

000001 01/04/2000 Invoice 5,000.00 5,000.00
000002 01/06/2000 Invoice 222.23 222.23

5,222.23

Current 1 to 15 16 to 30 31 to 45 Over 45
5,222.23 0.00 0.00 0.00 0.00

Figure 126: Statements (08.600.00)

Note: For each customer, Solomon prints a statement only if Print Statements is
selected for the customer on the Other Options tab of Customer Maintenance
(08.260.00).
Note: For each statement cycle whose statements are to be printed, do not print the
statements without first applying finance charges (if necessary), aging customer detail,
and closing the statement cycle. If you print statements without completing these
preliminary operations, the items and balances shown on the statements will be
incorrect.
318 Accounts Receivable

Report Tab - Statements (08.600.00)

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Solomon IV Forms — Print the statement using the Solomon statement format.
• Solomon IV Forms MC — Print the statements using the Solomon statement format
and include multi-currency information if such information is available from the
Solomon Currency Manager module.

Options Tab - Statements (08.600.00)

Fields that allow you to print your company name on statements and to define up to
two lines of custom text to be printed on statements.
Print Company Name on Statements
Select to print your company’s name on the customer statements; not necessary if your
company name is preprinted on statement forms.
Statement Message Line 1
The first of up to two lines of custom text to be printed on customer statements. This
custom message capability can be used for various purposes: seasons greetings, sale
announcements, request for prompt payment, and many others. The message can be
changed according to the information you want to communicate to each different
statement cycle group.
Statement Message Line 2
The second of up to two lines of custom text to be printed on customer statements. This
custom message capability can be used for various purposes: seasons greetings, sale
announcements, request for prompt payment, and many others. The message can be
changed according to the information you want to communicate to each different
statement cycle group.
 Reports 319

Select Tab - Statements (08.600.00)

Fields used to select the specific statement cycle to be printed. For example, the
following entries:
Field: a08600_wk.customer_stmtcyclid
Operator: Equal
Value: 01
Print statements for statement cycle 01.
To print statements for a specific customer or range of customer, use the
a08699_wrk.custid field and enter a customer ID (for example, CT0133) or a selection
mask (for example, CT01??) at Value. See the System Manager online help or user
guide for information about the other fields on the tab.

Company Selection Tab - Statements (08.600.00)

Fields that allow you to select the company or companies for which you want to print
customer statements. See the System Manager online help or user guide for
information about the fields on the tab.
320 Accounts Receivable

Aged AR (08.610.00) Report

List of all currently open accounts receivable documents and their aging balances as
defined by the aging categories established on Statement Cycle (08.280.00).
Date: Wednesday, July 29, 1998 Hi-Tech Division 0010 Page: 1 of 1
Time: 04:04PM Aged AR - Detail by Days Past Due Report: 08610dp.rpt
User: SYSADMIN Period: 10-99 As of: 7/29/98 Company:

Cust ID Customer Name Telephone Contact Days Past Due

Type Ref Nbr Terms Doc Date Current 1 To 30 31 To 60 61 To 90 Over 90 Total

Company ID: 0010

CA0100 Smith International -CA0100 (312) 555-0995 Mr. Jerry Hogan Avg Days To Pay 0
IN 000001 2/10 Net 30 7/29/98 100.00 0.00 0.00 0.00 0.00 100.00
IN 000007 2/10 Net 30 7/29/98 100.00 0.00 0.00 0.00 0.00 100.00
Customer Total 200.00 0.00 0.00 0.00 0.00 200.00

CA0101 Smith International -CA0100 (312) 555-0995 Mr. Jerry Hogan Avg Days To Pay 0
IN 000011 2/10 Net 30 7/29/98 180.00 0.00 0.00 0.00 0.00 180.00
IN 000013 2/10 Net 30 7/29/98 200.00 0.00 0.00 0.00 0.00 200.00
Customer Total 380.00 0.00 0.00 0.00 0.00 380.00

CA0104 Smith International -CA0100 (312) 555-0995 Mr. Jerry Hogan Avg Days To Pay 0
IN 000009 2/10 Net 30 7/29/98 150.00 0.00 0.00 0.00 0.00 150.00
Customer Total 150.00 0.00 0.00 0.00 0.00 150.00

CA0110 Trans America - CT0110 (312) 551-0000 Mr. Vince Carducci Avg Days To Pay 0
IN 000012 Due in 30 days 7/29/98 204.74 0.00 0.00 0.00 0.00 204.74
IN 000217 Due in 30 days 7/29/98 237.05 0.00 0.00 0.00 0.00 237.05
IN 000220 Due in 30 days 7/29/98 258.60 0.00 0.00 0.00 0.00 258.60
IN 000229 Due in 30 days 7/29/98 334.04 0.00 0.00 0.00 0.00 334.04
Customer Total 1,034.43 0.00 0.00 0.00 0.00 1,034.43

CT0120 Massey Inc -CT0120 (213) 415-3000 Mr. Paul Aaron Avg Days To Pay 0
IN 000100 2/10 Net 30 7/29/98 100.00 0.00 0.00 0.00 0.00 100.00
IN 000200 2/10 Net 30 7/29/98 125.00 0.00 0.00 0.00 0.00 125.00
Customer Total 225.00 0.00 0.00 0.00 0.00 225.00

CT0125 Massey Inc -CT0125 (213) 415-3000 Mr. Paul Aaron Avg Days To Pay 0
IN 000005 2/10 Net 30 7/29/98 75.25 0.00 0.00 0.00 0.00 75.25
IN 000006 2/10 Net 30 7/29/98 806.25 0.00 0.00 0.00 0.00 806.25
IN 000008 2/10 Net 30 7/29/98 91.38 0.00 0.00 0.00 0.00 91.38
IN 000201 2/10 Net 30 7/29/98 200.00 0.00 0.00 0.00 0.00 200.00
Customer Total 1,172.88 0.00 0.00 0.00 0.00 1,172.88

Company Total 3,162.31 0.00 0.00 0.00 0.00 3,162.31

Report Total 3,162.31 0.00 0.00 0.00 0.00 3,162.31

Figure 127: Aged AR (08.610.00) report

 Reports 321

Report Tab - Aged AR (08.610.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of report to print; options are:
• Detail by Days Past Due — Generate the report in a detailed format that includes
in-depth customer information and the days-past-due aging information of all
documents for each customer reported.
• Summary by Days Past Due — Generate the report in a summarized format that
includes selected customer information (ID, name, statement cycle ID) and the
document totals of each past-due aging category only.
• Detail by Days Outstanding — Generate the report in a detailed format that
includes in-depth customer information and the aging information of all
outstanding documents for each customer reported.
• Detail by Days Past Due-MC — Generate the report in a detailed format that
includes in-depth customer information, the days-past-due aging information of all
documents for each customer reported, and multiple-currency information, if such
information is available from the Currency Manager module.
• Summary Customer Balances — Generate the report as a summary of customer
aging balances; Solomon updates the information on this version of the report
when payments are entered, not applied.
The days-outstanding and days-past-due summary and detail formats are date-sensitive
reports. When you generate these reports, Solomon calculates their aging information
as of the report date you enter. You can reprint days-outstanding and days-past-due
Aged AR reports for any prior date and be assured that their aging information is
presented accurately as of the report date. Also, Solomon records the period when
payments are applied to invoices, not the actual date. For this reason, these versions of
the Aged AR report assume that all payment applications are effective on the
payment’s document date.

Options Tab - Aged AR (08.610.00) Report

Information unique to the report.
Sort by Customer Name
Select to sort by Customer Name.
322 Accounts Receivable

Period Sensitive Aged AR (08.611.00) Report

List of all open accounts receivable documents and their aging balances as defined by
the aging categories established on Statement Cycle (08.280.00) as of a specified fiscal
period. This report can be used to tie out accounts receivable and general ledger
amounts as of a particular period, regardless of whether documents have been entered
to a future period or the period has been closed.
Date: Tuesday, September 15, 1998 Company 0060 Page: 1 of 1
Time: 03:33PM Period Sensitive Aged AR - Historical Report: 08611.rpt
User: SYSADMIN Period: 10-99 As of: 09/15/1998 Company: 0060

Cust ID Customer Name Telephone Contact Days Past Due

Type Ref Nbr Terms Doc Date Current 1 To 30 31 To 60 61 To 90 Over 90 Total

Company 0060

CT0100 Smith International (312) 555-0995 Mr. Jerry Hogan Avg Days To Pay 0
PA 000004 2/10 Net 30 09/01/99 -2,638.62 0.00 0.00 0.00 0.00 -2,638.62
Customer Total -2,638.62 0.00 0.00 0.00 0.00 -2,638.62

CT0110 Trans-America (312) 555-1000 Mr. Vince Carducci Avg Days To Pay 0
IN 000027 Due in 30 Days 754.25 0.00 0.00 0.00 0.00 754.25
IN 000028 Due in 30 Days 59.53 0.00 0.00 0.00 0.00 59.53
IN 000029 Due in 30 Days 975.32 0.00 0.00 0.00 0.00 975.32
IN 000030 Due in 30 Days 30,312.27 0.00 0.00 0.00 0.00 30,312.27
DM 000031 Due in 30 Days 975.32 0.00 0.00 0.00 0.00 975.32
Customer Total 33,076.69 0.00 0.00 0.00 0.00 33,076.69

CT0120 Massey Inc. (312) 555-0995 Mr. Michael Richard Avg Days To Pay 0
IN 000017 2/10 Net 30 68,032.47 0.00 0.00 0.00 0.00 68,032.47
IN 000018 2/10 Net 30 23,691.00 0.00 0.00 0.00 0.00 23,691.00
IN 000021 2/10 Net 30 973.06 0.00 0.00 0.00 0.00 973.06
IN 000022 2/10 Net 30 30,241.94 0.00 0.00 0.00 0.00 30,241.94
DM 000023 2/10 Net 30 59.39 0.00 0.00 0.00 0.00 59.39
Customer Total 122,997.86 0.00 0.00 0.00 0.00 122,997.86

CT0130 Faberge USA (312) 452-8500 Mr. Paul Olson Avg Days To Pay 0
IN 000006 Due in 30 Days 960.42 0.00 0.00 0.00 0.00 960.42
Customer Total 960.42 0.00 0.00 0.00 0.00 960.42

CT0131 Alpha Omega, Inc. (312) 897-5500 Mr. James Puley Avg Days To Pay 0
IN 000035 Due in 30 Days 700.00 0.00 0.00 0.00 0.00 700.00
IN 000036 Due in 30 Days 55.25 0.00 0.00 0.00 0.00 55.25
IN 000037 Due in 30 Days 205.17 0.00 0.00 0.00 0.00 205.17
IN 000038 Due in 30 Days 28,132.04 0.00 0.00 0.00 0.00 28,132.04
DM 000039 Due in 30 Days 905.17 0.00 0.00 0.00 0.00 905.17
Customer Total 29,997.63 0.00 0.00 0.00 0.00 29,997.63

Figure 128: Period Sensitive Aged AR (08.611.00) report

Report Tab - Period Sensitive Aged AR (08.611.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Historical — Generates the report for the specified period. Amounts are specified
in base currency.
• Historical - MC — Generates the report for the specified period. Amounts are
specified in multiple currencies.

Options Tab - Period Sensitive Aged AR (08.611.00) Report

Information unique to the report.
Sort by Customer Name
Select to sort by Customer Name.
 Reports 323

Customer Trial Balance (08.620.00) Report

List of accounts receivable currently open document balances and related activity per
customer. For each customer, the report lists the customers’ invoices, any invoice
adjustments, payments applied to accounts receivable documents, and the customer’s
current balance.
If a payment is applied to more than one document, Customer Trial Balance
(08.620.00) lists the payment under each document to which the payment is applied.
Any payment amount remaining unapplied is listed at the bottom of the report.
Date: Wednesday, July 29, Progress Corporation Page: 1 of 1
1998
Time: 07:55AM Customer Trial Balance - Open plus Current Period Report: 08620C.rpt
User: SYSADMIN Period: 02-97 As of: 7/29/98 Company: PROGRESS

Acct-Sub
Cust ID Name Tran Periods
Ref Nbr Tran Date Type Entered Posted Closed Description Doc Amount Balance

Company: PROGRESS

1110 03-000-AA-00-00-1
Z100 Samsung Inc.
000082 7/28/98 IN 02-97 02-97 100.00 100.00
000083 7/28/98 IN 02-97 02-97 200.00 200.00
000086 7/28/98 IN 02-97 02-97 500.00 500.00
Customer Balance 800.00
Account Sub Balance 800.00

1110 03-430-AA-00-00-1
C299 Bank of Baltimore
000024 4/7/98 IN 08-96 08-96 10.60 10.60
000046 4/13/98 IN 08-96 08-96 10.00 10.00
001281 3/10/95 IN 07-96 07-96 Tim 11.66 11.66
001296 3/24/98 IN 08-96 08-96 10.60 10.60
Customer Balance 42.86
C300 Archon Associates
000016 4/3/98 CM 08-96 08-96 -10.00 -10.00
000019 4/4/98 IN 08-96 08-96 100.00 100.00
000047 4/19/98 IN 12-96 12-96 110.00 110.00
001152 5/24/96 IN 05-96 05-96 12-96 May 25 1,239.28 294.37
Order
000502 2/12/98 Applied PA 07-96 07-96 07-96 -50.00
000900 2/16/98 Applied PA 07-96 07-96 12-96 -55.00
C301 4/14/98 Applied PA 12-96 12-96 -828.98
000053 4/20/98 Applied PA 12-96 12-96 12-96 -65.93
C30001 4/20/98 Applied PA 12-96 12-96 12-96 -305.30
001182 7/12/96 IN 07-96 07-96 Mailing 3,390.00 3,390.00
001190 7/5/96 IN 07-96 07-96 July 5th 577.40 506.70
Order

Figure 129: Customer Trial Balance (08.620.00) report

Prior to closing the Accounts Receivable module for a fiscal period, print the Customer
Trial Balance (08.620.00) report to review it and ensure your outstanding receivables
balance is correct. Then, print the Detail General Ledger (01.620.00) report for your
accounts receivable accounts to help review activity and balance the accounts
receivable. Once you are prepared to close the module, you will want to print a final
Customer Trial Balance (08.620.00) report for the Accounts Receivable Period binder.
324 Accounts Receivable

Report Tab - Customer Trial Balance (08.620.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the documents to include in the report; options are:
• Open plus Current Period — Generate the report in a format that includes all open
documents and any documents closed in the current or future periods. This is the
most common month-end report format for the Customer Trial Balance
(08.620.00) report.
• Open Document Only — Generate the report in a format that includes open
customer documents only.
• All Documents — Generate the report in a format that includes all customer
documents.
• Open plus Current Period - MC — Generate the report in an open-plus-current-
period-closed format that includes multiple-currency information (if such
information is available from the Solomon Currency Manager module).
• Open Documents Only - MC — Generate the report in an open-documents-only
format that includes multiple-currency information.
• All Documents - MC — Generate the report in an all-documents format that
includes multiple-currency information.

Options Tab - Customer Trial Balance (08.620.00) Report

Information unique to the report.
Sort by Customer Name
Select to sort by customer name.
 Reports 325

Customer Period Trial Balance (08.621.00) Report

Period-sensitive Customer Trial Balance (08.620.00) report. Includes a list of accounts
receivable documents that were open and their open balances as of the end period
specified on the Report tab, plus documents that were closed between the beginning
and ending period values specified on the Report tab.
In instances where there is a Voucher that is posted to a future period, and a Check
posted to the current period, the future document will be subtracted from the balance
and will impact the balance of the report. However, on the line where the future
document has impacted the balance, an asterisk (*) will be displayed and the following
message will be displayed as a footnote on the report:
* Document has a related parent document in a future period that is impacting the
balance.
Date: Tuesday, September 15, Company 0060 Page: 1 of 1
1998
Time: 03:36PM Customer Period Trial Balance - Prior Period Report: 08621.rpt
User: SYSADMIN Period: 10-99 As of: 09/15/1998 Company: 0060
Acct-Sub
Cust ID Name Tran Periods
Ref Nbr Tran Date Type Entered Posted Closed Description Doc Amount Balance

Company: 0060

1110 03-430-AA-00-00-1
CT0100 Smith International
000004 09/01/1999 PA 10-99 10-99 -193,236.06 -2,638.62
000009 12/01/1999 IN 10-99 10-99 10-99 Company 0060 193,236.06 0.00
000004 09/01/1999 Applied PA 10-99 10-99 -189,371.34
000004 09/01/1999 DT 10-99 10-99 10-99 -3,864.72 0.00
000010 10/01/1998 IN 10-99 10-99 10-99 Company 0060 54,058.38 0.00
000005 09/01/1999 Applied PA 10-99 10-99 10-99 -54,058.38
000013 10/01/1998 IN 10-99 10-99 10-99 Company 0060 975.32 0.00
000016 10/01/1998 CM 10-99 10-99 10-99 -975.32
000014 10/01/1999 IN 10-99 10-99 10-99 Company 0060 30,312.27 0.00
000016 10/01/1998 CM 10-99 10-99 10-99 -29,277.42
000004 09/01/1999 Applied PA 10-99 10-99 -428.60
000004 09/01/1999 DT 10-99 10-99 10-99 -606.25 0.00
000015 09/01/1999 DM 10-99 10-99 10-99 Company 0060 59.53 0.00
000016 10/01/1998 CM 10-99 10-99 10-99 -59.53
Customer Balance * -2,638.62
CT0110 Trans-America
000027 01/01/2000 IN 10-99 10-99 Company 0060 754.25 754.25
000028 01/01/2000 IN 10-99 10-99 Company 0060 59.53 59.53
000029 10/01/1998 IN 10-99 10-99 Company 0060 975.32 975.32
000030 10/01/1999 IN 10-99 10-99 Company 0060 30,312.27 30,312.27
000031 10/01/1999 DM 10-99 10-99 Company 0060 975.32 975.32
Customer Balance * 33,076.69
CT0120 Massey Inc.
000017 12/01/1999 IN 10-99 10-99 Company 0060 192,787.73 68,032.47
000006 09/01/1999 Applied PA 10-99 10-99 10-99 -71,900.98
000007 09/01/1999 Applied PA 10-99 10-99 10-99 -52,854.28
000018 10/01/1998 IN 10-99 10-99 Company 0060 53,932.94 23,691.00
000024 10/01/1998 CM 10-99 10-99 10-99 -30,241.94
000021 10/01/1998 IN 10-99 10-99 Company 0060 973.06 973.06
000022 10/01/1999 IN 10-99 10-99 Company 0060 30,241.94 30,241.94
000023 09/01/1999 DM 10-99 10-99 Company 0060 59.39 59.39

Figure 130: Customer Period Trial Balance (08.621.00) report

326 Accounts Receivable

Report Tab - Customer Period Trial Balance (08.621.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Prior Period(s) — Generates the report in a format that includes all documents that
were open as of the specified end period, plus documents that closed during the
period bracketed by the values entered at Beg/End Period.
• Prior Period(s), MC — Generates a multi-currency version of the report.
Beg/End Period
Beginning and ending period numbers of a range of accounting periods with customer
activity to report; Solomon lists all documents from the beginning and ending periods,
plus all periods in between the two.

Options Tab - Customer Trial Balance (08.620.00) Report

Information unique to the report.
Sort by Customer Name
Select to sort by customer name.
 Reports 327

Account Distribution (08.630.00) Report

Lists all accounts receivable documents entered in an accounting period or range of
periods. Use this report to balance your asset accounts and to verify the posting of
accounts receivable transactions to the general ledger.
Account Distribution (08.630.00) should reconcile to Posted Transaction List
(01.620.00) in the General Ledger module. If the two reports do not reconcile, Posted
Transaction List may contain transactions affecting accounts receivable records that
were entered through the General Ledger module rather than through the Accounts
Receivable module. Such transactions are identified by the general ledger (GL)
transaction type on Posted Transaction List.
Date: Wednesday, July 29, 1998 Progress Corporation Page: 1 of 1
Time: 08:11AM Account Distribution - Standard Report: 08630.rpt
User: SYSADMIN Period: 02-97 As of: 7/29/98 Company: PROGRESS

Tn Period Period Tran Customer Transaction Debit Credit

Acct Subaccount Batch Tp Ent'd to Post Ref Nbr Date ID Description Amount Amount

Company: PROGRESS

1110 03-000-AA-00-00-1 000366 IN 02-97 02-97 000082 07/28/98 Z100 Z100 Samsung Inc. 100.00 0.00
1110 03-000-AA-00-00-1 000367 IN 02-97 02-97 000083 07/28/98 Z100 Z100 Samsung Inc. 200.00 0.00
1110 03-000-AA-00-00-1 000370 IN 02-97 02-97 000086 07/28/98 Z100 Z100 Samsung Inc. 500.00 0.00
Acct Sub Total 800.00 0.00
3030 03-000-AA-00-00-1 000366 IN 02-97 02-97 000082 07/28/98 Z100 Z100 Samsung Inc. 0.00 100.00
3030 03-000-AA-00-00-1 000367 IN 02-97 02-97 000083 07/28/98 Z100 Z100 Samsung Inc. 0.00 200.00
3030 03-000-AA-00-00-1 000370 IN 02-97 02-97 000086 07/28/98 Z100 Z100 Samsung Inc. 0.00 500.00
Acct Sub Total 0.00 800.00
Company Total 800.00 800.00
Report Total 800.00 800.00

Figure 131: Account Distribution (08.630.00) report

328 Accounts Receivable

Report Tab - Account Distribution (08.630.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Standard — Generate the report in the standard Account Distribution report
format.
• Multi-Currency — Generate the report in a format that includes multiple-currency
information, if such information is available from the Solomon Currency Manager
module.
Beg/End Period
Beginning and ending period numbers of a range of accounting periods with customer
activity to report; Solomon lists all documents from the beginning and ending periods,
plus all periods in between the two.
 Reports 329

AR Transactions (08.640.00) Report

Lists accounts receivable information entered in the Accounts Receivable and Order
Management modules during the current account period. Use to locate the information
of current-period documents by their batch number, reference number, or transaction
type.
Date: Wednesday, July 29, 1998 Progress Corporation Page: 1 of 1
Time: 08:16AM AR Transactions - Standard Report: 08640.rpt
User: SYSADMIN Period: 02-97 As of: 7/29/98 Company: PROGRESS

Batch Tn Period Period Tran Customer Debit Credit

Tp Ent Posted Ref No Date ID Acct Subaccount Transaction Description Amount Amount

Company: PROGRESS

000366 IN 02-97 02-97 000082 07/28/98 Z100 3030 03-000-AA-00-00-1 Z100 Samsung Inc. 0.00 100.00
000366 IN 02-97 02-97 000082 07/28/98 Z100 1110 03-000-AA-00-00-1 Z100 Samsung Inc. 100.00 0.00
Sub-Total 100.00 100.00
000367 IN 02-97 02-97 000083 07/28/98 Z100 3030 03-000-AA-00-00-1 Z100 Samsung Inc. 0.00 200.00
000367 IN 02-97 02-97 000083 07/28/98 Z100 1110 03-000-AA-00-00-1 Z100 Samsung Inc. 200.00 0.00
Sub-Total 200.00 200.00
000370 IN 02-97 02-97 000086 07/28/98 Z100 3030 03-000-AA-00-00-1 Z100 Samsung Inc. 0.00 500.00
000370 IN 02-97 02-97 000086 07/28/98 Z100 1110 03-000-AA-00-00-1 Z100 Samsung Inc. 500.00 0.00
Sub-Total 500.00 500.00
Company Total 800.00 800.00

Report Total 800.00 800.00

** Transactions not posted within the report periods are not included in totals.

Figure 132: AR Transactions (08.640.00) report

Report Tab - AR Transactions (08.640.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Standard — Generate the report in the standard AR Transactions report format.
• Multi-Currency — Generate the report in a format that includes multiple-currency
information, if such information is available from the Solomon Currency Manager
module.
Beg/End Period
Beginning and ending period numbers of a range of accounting periods with customer
activity to report; Solomon lists all documents from the beginning and ending periods,
plus all periods in between the two.
330 Accounts Receivable

Customers (08.650.00) Report

List of customer information currently maintained by Solomon. Included in the listing
for each customer are the period-to-date and year-to-date transactions that make up the
customer’s current accounts receivable balance. Use to obtain up-to-date sales
information on a specific customer or customers.
Date: Monday, August 30, 1999 Page: 1 of 11
Time: 04:02PM Company 0060 Report: 08650D.rpt
User: SYSADMIN Customers - Detail Company: 0060
Period: 12-99 As of: 08/30/1999

Customer Main Address/

ID Account Defaults Status Billing Address Defaults / Sales Tax Credit / Invoice / Statement

C300 A Terms ID 01 Currency ID/ Rate Type

Archon Associates Archon Associates Credit Check A Current Price Level Rate Type
Mr. Jerry Hilgenberg Mr. Jerry Hilgenberg Credit Limit 15,000.00 Cust Class COMM
Dear Mr. Hilgenberg Grace Period 0 Price Level ID 01
222 Ridge Trail 222 Ridge Trail Credit Manager ID Trade Disc Pct 0.00%
Default Salesperson ID CB Complete Shipments (Y,N) N
Chicago, IL 60606-1697 US Chicago, IL 60606-1697 US Statemetn (Y,N) Y
Phone (312) 555-0995 Phone (312) 555-0995 Tax Default C
Fax (312) 555-0999 Fax (312) 555-0999 Tax Code 1 Print Statements (Y,N) Y
Tax Code 2 Statement Type O
Default A/R AcctSub Tax Code 3 StmtCycle 1
1100 03-430-AA-00-00-01 Tax Code 4 Dunning Message (Y,N) Y
Default A/R AcctSub Tax Reg Number 26-8876452 Finance Charge (Y,N) Y
3030 03-430-AA-00-00-01 Tax Loc ID Auto Apply Payments (Y,N) N

Shipping Address ID DEFAULT

Desc:
Archon Associates
Mr. Jerry Hilgenberg
222 Ridge Trail

Chicago, IL 60606-1697 US
Phone (312) 555-0995
Fax (312) 555-0999

C315 A Terms ID 01 Currency ID/ Rate Type

BCM Incorporated BCM Incorporated Credit Check A Current Price Level Rate Type
Mr. Don Beatty Mr. Don Beatty Credit Limit 30,000.00 Cust Class COMM
Grace Period 0 Price Level ID 01
P.O. Box 17866 P.O. Box 17866 Credit Manager ID Trade Disc Pct 0.00%

Figure 133 Customers (08.650.00) report

Report Tab - Customers (08.650.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Detail — Generate the report in a detailed format that includes all customer
information entered on Customer Maintenance (08.260.00).
• Summary — Generate the report in a summarized format that includes only
selected customer information from Customer Maintenance (08.260.00), plus each
customer’s average days to pay, year-to-date sales amounts, and current and future
accounts receivable balances.
 Reports 331

Customer History (08.651.00) Report

Lists each customer’s period- and year-to-date accounts receivable activity as this
information is displayed on Customer History (08.261.00).
Date: Wednesday, July 29, 1998 Progress Corporation Page: 1 of 1
Time: 08:30AM Customer History - Standard Report: 08651.rpt
User: SYSADMIN Period: 02-97 As of: 7/29/98 Company: PROGRESS

Beginning Discounts Debit Credit Finance Cost of YTD

Cust ID Name Balance Period Sales Allowed Receipts Memos Memos Charges Goods Sold Balance

Company: PROGRESS

A100 Wash N Wear

Company ID PROGRESS 0.00 1 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
2 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Fiscal Year: 1996 3 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
4 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
5 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
6 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
7 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

8 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

9 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
10 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
11 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
12 650.00 0.00 0.00 0.00 0.00 0.00 0.00 650.00
13 0.00 0.00 0.00 0.00 0.00 0.00 0.00 650.00

Totals 650.00 0.00 0.00 0.00 0.00 0.00 0.00

C299 The Bank of Baltimore

Company ID PROGRESS 0.00 1 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
2 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Fiscal Year: 1996 3 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
4 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
5 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
6 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
7 11.66 0.00 0.00 0.00 0.00 0.00 0.00 11.66

Figure 134: Customer History (08.651.00) report

Report Tab - Customer History (08.651.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Standard — Generate the report in the standard Vendor History format.
• Balances — Generate the report in a format that includes customer period- and
year-to-date balances only.
332 Accounts Receivable

Document Register (08.660.00) Report

Lists the details of all open accounts receivable documents, including those that are to
post to prior or future periods, entered during a period or range of periods. Use to aid
accounts receivable document inquiries and maintenance.
Date: Wednesday, July 29, 1998 Progress Corporation Page: 1 of 1
Time: 08:53AM Document Register - Standard Report: 08660.rpt
User: SYSADMIN Period: 02-97 As of: 7/29/98 Company: PROGRESS

Tran Tran Discount Due Per to Document

Type Ref Nbr Date Cust ID Terms ID Date Date Post Transaction Description Amount

Company: PROGRESS

IN 000082 07/28/98 Z100 05 07/28/98 08/27/98 100.00 02-97

IN 000083 07/28/98 Z100 05 07/28/98 08/27/98 200.00 02-97
IN 000084 07/28/98 Z100 05 07/28/98 08/27/98 300.00 02-97
IN 000085 07/28/98 Z100 05 07/28/98 08/27/98 400.00 02-97
IN 000086 07/28/98 Z100 05 07/28/98 08/27/98 500.00 02-97
IN 000087 07/28/98 Z100 05 07/28/98 08/27/98 150.00 02-97
IN 000088 07/28/98 C299 01 08/07/98 08/27/98 100.00 02-97 srs10
IN 000089 07/28/98 C299 01 08/07/98 08/27/98 132.50 02-97 srs20
IN 000090 07/28/98 C299 01 08/07/98 08/27/98 122.00 02-97
Company Total 2,004.50

Figure 135: Document Register (08.660.00) report

Report Tab - Document Register (08.660.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Standard — Generate the report in the standard Document Register report format.
• Multi-Currency — Generate the report in a standard format that includes multiple-
currency information, if such information is available from the Solomon Currency
Manager module.
Beg/End Period
Specifies the beginning and ending period numbers of a range of accounting periods
with customer activity to report. On Document Register (08.660.00), Solomon lists all
documents from the beginning and ending periods, plus all periods in between the two.

Options Tab - Document Register (08.660.00) Report

Information unique to the report.
Include Closed Documents
Select to include closed documents in the report.
 Reports 333

Recurring Invoices (08.670.00) Report

Lists the information of all recurring invoices entered on Recurring Invoice
Maintenance (08.270.00). A recurring invoice is an invoice issued at regular intervals
for the same amount each time. Typical uses include standardized product orders and
monthly retainer fees. In Solomon, regular accounts receivable invoices are created
from recurring invoice records.
If you use recurring invoices, have a current copy of Recurring Invoices (08.670.00) on
hand. The posting cycle for regular invoices generated from recurring invoices is
determined by the dates listed on this report. These dates help you estimate posting
cycles.
Date: Wednesday, July 29, 1998 Hi-Tech Division 0010 Page: 1 of 1
Time: 02:10PM Recurring Invoices - Standard Report:08670.rpt
User: SYSADMIN Period: 10-99 As of: 7/29/98 Company:PROGRESS

Cust ID Customer Tran Amt

Ref Nbr: Next Date Due Date Disc Date Cycle Nbr. of Cycles Terms Id Disc Amt Tax 1 Tax 2 Tax 3 Tax 4 Inv Amt

Company: 0010

CA0100 Smith International -CA0100

RC0001 07/29/98 08/28/98 08/08/98 6 0 01

Acct Description Tax Category
Subaccount
3030 03-430-AA-00-00-1 Recurring Charge 0.00 0.00 0.00 0.00 100.00
Document Totals: 2.00 0.00 0.00 0.00 0.00 100.00

CT0125 Massey Inc -CT0125

RC0002 07/29/98 08/28/98 08/08/98 12 0 01

Acct Description Tax Category SIOUX-CITY IOWA
Subaccount
3030 03-430-AA-00-00-1 Recurring Charge 2.13 4.25 0.00 0.00 85.00
Document Totals: 1.83 2.13 4.25 0.00 0.00 91.38

Company Total: 3.83 2.13 4.25 0.00 0.00 191.38

Figure 136: Recurring Invoices (08.670.00) report

Report Tab - Recurring Invoices (08.670.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Standard — Generate the report in the standard Recurring Invoices report format.
• Multi-Currency — Generate the report in a format that includes multiple-currency
information, if such information is available from the Solomon Currency Manager
module.

Options Tab - Recurring Invoices (08.670.00) Report

Information unique to the report.
Exclude Tax Info
Select to exclude tax information from the report.
334 Accounts Receivable

Statement Cycles (08.680.00) Report

Lists the information of all customer statement cycles defined on Statement Cycle
(08.280.00).
Date: Wednesday, July 29, 1998 Hi-Tech Division 0010 Page: 1 of 1
Time: 01:54PM Statement Cycles Report: 08680.rpt
User: SYSADMIN Company: 0010
Period: 10-99 As of: 7/29/98

Statement Last Aging Last Stmt Last Finance Aging

Cycle Date Date Charge Date Days Message

1 07/29/98 09/30/99 09/30/99 30 Currently Due

60 30 Days Overdue
90 60 Days Overdue
90

2 07/29/98 09/30/99 09/30/99 7 Currently Due

14 1 week overdue
21 2 weeks overdue
21

3 07/29/98 09/30/99 09/30/99 15 Currently Due

30 2 weeks overdue
45 1 month overdue
45

Figure 137: Statement Cycles (08.680.00) report

Report Tab - Statement Cycles (08.680.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
A statement cycle is a customer classification tool used to identify and group
customers with similar characteristics (for example, geographic location; north, south,
east, west) whose statements should be printed at the same time. Grouping customers
into statement cycles allows you to print statements for specific groups of customers at
different times, eliminating long statement printing runs that typically result when all
customer statements are produced at the same time.
 Reports 335

Customer Classes (08.690.00) Report

Lists the information of all customer classes defined on Customer Class Maintenance
(08.290.00).
Date: Wednesday, July 29, 1998 Hi-Tech Division 0010 Page: 1 of 1
Time: 02:36PM Customer Classes Report: 08690.rpt
User: SYSADMIN Period: 10-99 As of: 7/29/98 Company: 0010
PTD YTD Prior YTD

Class Description Net Sales COGS Net Sales COGS Net Sales COGS

COMM Commercial 0.00 0.00 0.00 0.00 0.00 0.00

GOVERN Government 0.00 0.00 0.00 0.00 0.00 0.00

HEALTH Health Care 0.00 0.00 0.00 0.00 0.00 0.00

INTER Inter-Company 0.00 0.00 0.00 0.00 0.00 0.00

RETAIL Retail Stores 1,907.62 0.00 1,907.62 0.00 0.00 0.00

WHOLE 0.00 0.00 0.00 0.00 0.00 0.00

Figure 138: Customer Classes (08.690.00) report

Report Tab - Customer Classes (08.690.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Used to identify and group customers with similar characteristics (wholesale
customers, retail customers, etc.). They facilitate reporting the information of specific
customer types and also make it easier to establish customer defaults (default statement
cycle, default payment applications option, etc.) when you are entering new customer
information in Solomon.
336 Accounts Receivable

Sales Analysis by Customer (08.710.00) Report

Compares each customer’s period- and year-to-date sales to total company sales for the
current fiscal year (based on the Period to Report) and, optionally, for the prior fiscal
year. Use to analyze sales, cost of sales, and profitability by customer and to perform
current- to prior-year sales analysis comparisons.
Date: Wednesday, July 29, 1998 Hi-Tech Division 0010 Page: 1 of 1
Time: 02:17PM Sales Analysis by Customer - Current Year Report: 08710.rpt
User: SYSADMIN Period: 10-99 As of: 7/29/98 Company: 0010

Pct of Cost of Pct of Margin

Customer ID Name Sales Sales Sales Profit Profit Pct

CA0100 Smith International -CA0100 Period To Date: 200.00 11.71 % 0.00 200.00 11.71 % 100.00 %
Year To Date: 200.00 11.71 % 0.00 200.00 11.71 % 100.00 %

CA0101 Smith International -CA0100 Period To Date: 180.00 10.54 % 0.00 180.00 10.54 % 100.00 %
Year To Date: 180.00 10.54 % 0.00 180.00 10.54 % 100.00 %

CA0104 Smith International -CA0100 Period To Date: 150.00 8.78 % 0.00 150.00 8.78 % 100.00 %
Year To Date: 150.00 8.78 % 0.00 150.00 8.78 % 100.00 %

CA0110 Trans America - CT0110 Period To Date: 204.74 11.99 % 0.00 204.74 11.99 % 100.00 %
Year To Date: 204.74 11.99 % 0.00 204.74 11.99 % 100.00 %

CT0125 Massey Inc -CT0125 Period To Date: 972.88 56.97 % 0.00 972.88 56.97 % 100.00 %
Year To Date: 972.88 56.97 % 0.00 972.88 56.97 % 100.00 %

Report Total Period To Date: 1,707.62 100.00% 0.00 1,707.62 100.00% 100.00 %

Year To Date: 1,707.62 100.00% 0.00 1,707.62 100.00% 100.00 %

Figure 139: Sales Analysis by Customer (08.710.00) report

Calculations - Sales Analysis by Customer (08.710.00) Report

• Pct of Sales — Percent of total company sales attributed to each customer;
calculated by dividing total customer sales by total company sales.
• Pct of Profit — Percent of total company profit attributed to each customer’s sales;
calculated by dividing gross profit on total customer sales by total company gross
profit.
• Margin Profit — Profit margin on each customer’s sales; calculated by dividing the
gross profit on each customer’s sales by the total sales to the customer.
 Reports 337

Report Tab - Sales Analysis by Customer (08.710.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Current Year — Generate the report in a format that includes current-year customer
sales information only.
• With Prior Yr. Comparison — Generate the report in a format that includes both
current- and prior-year customer sales information.
Period to Report
Fiscal period and year for which to generate the report.
338 Accounts Receivable

Sales Analysis by Class (08.720.00) Report

Compares each customer class period- and year-to-date sales to total company sales for
the current fiscal year (based on the Period to Report) and, optionally, for the prior
fiscal year. Also includes the individual sales information of each customer in each
customer class reported. Use to analyze sales, cost of sales, and profitability by
customer class and customer and to perform current- to prior-year sales analysis
comparisons.
Date: Wednesday, July 29, 1998 Hi-Tech Division 0010 Page: 1 of 1
Time: 02:57PM Sales Analysis by Class Report: 08720.rpt
User: SYSADMIN Period: 10-99 As of: 7/29/98 Company: 0010
Pct of Cost of Pct of Margin
Customer ID Customer Name Sales Sales Sales Profit Profit Pct

Class ID: RETAIL Class Description: Retail Stores

CA0100 Smith International -CA0100 Period To Date: 200.00 8.57 % 0.00 200.00 8.57 % 100.00 %

Year To Date: 200.00 8.57 % 0.00 200.00 8.57 % 100.00 %

CA0101 Smith International -CA0100 Period To Date: 380.00 16.29 % 0.00 380.00 16.29 % 100.00 %

Year To Date: 380.00 16.29 % 0.00 380.00 16.29 % 100.00 %

CA0104 Smith International -CA0100 Period To Date: 150.00 6.43 % 0.00 150.00 6.43 % 100.00 %

Year To Date: 150.00 6.43 % 0.00 150.00 6.43 % 100.00 %

CA0110 Trans America - CT0110 Period To Date: 204.74 8.78 % 0.00 204.74 8.78 % 100.00 %

Year To Date: 204.74 8.78 % 0.00 204.74 8.78 % 100.00 %

CT0120 Massey Inc -CT0120 Period To Date: 225.00 9.65 % 0.00 225.00 9.65 % 100.00 %

Year To Date: 225.00 9.65 % 0.00 225.00 9.65 % 100.00 %

CT0125 Massey Inc -CT0125 Period To Date: 1,172.88 50.28 % 0.00 1,172.88 50.28 % 100.00 %

Year To Date: 1,172.88 50.28 % 0.00 1,172.88 50.28 % 100.00 %

Class Total Period To Date: 2,332.62 100.00 % 0.00 2,332.62 100.00 % 100.00 %

Year To Date: 2,332.62 100.00 % 0.00 2,332.62 100.00 % 100.00 %

Report Total Period To Date: 2,332.62 100.00% 0.00 2,332.62 100.00% 100.00 %

Year To Date: 2,332.62 100.00% 0.00 2,332.62 100.00% 100.00 %

Figure 140: Sales Analysis by Class (08.720.00) report

 Reports 339

Calculations - Sales Analysis by Class (08.720.00) Report

• Pct of Sales — Percent of total company sales attributed to each customer class;
calculated by dividing total customer class sales by total company sales.
• Pct of Profit — Percent of total company profit attributed to each customer class’
sales; calculated by dividing gross profit on total customer class sales by total
company gross profit.
• Margin Profit — Profit margin on each customer class’ sales; calculated by
dividing gross profit on each customer class’ sales by the total sales to the
customer class.

Report Tab - Sales Analysis by Class (08.720.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Period to Report
Fiscal period and year for which to generate the report.

Options Tab - Sales Analysis by Class (08.720.00) Report

Information unique to the report.
Print Prior Year
Select to include prior-year information on the report.
340 Accounts Receivable

Sales Analysis by Salesperson (08.730.00) Report

Compares each salesperson’s period- and year-to-date sales to total company sales for
the current fiscal year based on the Period to Report. Use to analyze sales, cost of sales,
and profitability by salesperson.
Date: Wednesday, July 29, 1998 Hi-Tech Division 0010 Page: 1 of 1
Time: 03:05PM Sales Analysis by Salesperson Report: 08730.rpt
User: SYSADMIN Company: 0010
Period: 10-99 As of:
7/29/98

Pct of Cost of Pct of Margin

Salesperson ID Name Sales Sales Sales Profit Profit Pct

MN Mike Navratilova Period to Date: 2,241.24 100.00 % 0.00 2,241.24 100.00 % 100.00 %
Year to Date: 2,241.24 100.00 % 0.00 2,241.24 100.00 % 100.00 %
Period to Date: 2,241.24 0.00 2,241.24 100.00
Year to Date: 2,241.24 0.00 2,241.24 100.00

Figure 141: Sales Analysis by Salesperson (08.730.00) report

Calculations - Sales Analysis by Salesperson (08.730.00) Report

• Pct of Sales — Percent of total company sales attributed to each salesperson;
calculated by dividing total salesperson sales by total company sales.
• Pct of Profit — Percent of total company profit attributed to each salesperson’s
sales; calculated by dividing gross profit on total salesperson sales by total
company gross profit.
• Margin Profit — Profit margin on each salesperson’s sales; calculated by dividing
the gross profit on each salesperson’s sales by the salesperson’s total sales.

Report Tab - Sales Analysis by Salesperson (08.730.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Period to Report
Fiscal period and year for which to generate Sales Analysis by Salesperson
(08.730.00).
 Reports 341

Sales by Customer (08.740.00) Report

Lists the details of customer invoices and memos entered during an account period or
range of periods. Use to obtain a by-period breakdown of the accounts receivable
documents entered for each customer and to analyze customer sales volumes and the
profitability of sales to each customer.

Note: The asterisks in this report indicate that the particular amount is not included in
the document total. Order Management distinguishes between trade discounts, freight
charges, miscellaneous charges, and sales tax in a document. In order to include these
amounts in the document total, click on the Options tab for the report and select the
desired checkboxes.

Time: 03:20PM Report: 08740.rpt

User: SYSADMIN Sales by Customer - Detail Company: 0010
Period: 10-99 As of: 7/29/98

Extended Extended
Margin
Inv Nbr Type Date Salesperson Inventory ID Unit Quantity Unit Price Cost Price Pct

Company: 0010

Cust ID: CA0100 Customer Name: Smith International -CA0100

000001 IN 07/29/98 MN CA0100 Smith International -CA 0.00 0.00 0.00 100.00 0.00 %
Document Total: 0.00 100.00 0.00 %

000007 IN 07/29/98 Recurring Charge 1.00 100.00 0.00 100.00 0.00 %

Document Total: 0.00 100.00 0.00 %

Customer Total: 0.00 200.00 0.00 %

Cust ID: CA0101 Customer Name: Smith International -CA0100

000011 IN 07/29/98 MN CA0101 Smith International -CA 0.00 0.00 0.00 180.00 0.00 %
Document Total: 0.00 180.00 0.00 %

000013 IN 07/29/98 MN CA0101 Smith International -CA 0.00 0.00 0.00 200.00 0.00 %
Document Total: 0.00 200.00 0.00 %

Customer Total: 0.00 380.00 0.00 %

Cust ID: CA0104 Customer Name: Smith International -CA0100

000009 IN 07/29/98 MN CA0104 Smith International -CA 0.00 0.00 0.00 150.00 0.00 %
Document Total: 0.00 150.00 0.00 %

Customer Total: 0.00 150.00 0.00 %

Figure 142: Sales by Customer (08.740.00) report

Calculations - Sales by Customer (08.740.00) Report

Margin Pct — Profit margin on each item sold to the customer; calculated by dividing
the gross profit on each sale (Extended Price minus Extended Cost) of an item by the
item’s selling price.
342 Accounts Receivable

Report Tab - Sales by Customer (08.740.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Detail — Generate the report in a detailed format that includes all related sales
information for each customer document listed: document number and type,
document date, inventory item ID and description, unit, quantity, unit price,
extended cost, and extended price amounts.
• Summary — Generate the report in a summary format that includes selected sales
information for each customer.
Beg/End Period
Beginning and ending period numbers of a range of accounting periods with customer
activity to report; Solomon lists all documents from the beginning and ending periods,
plus all periods in between the two.

Options Tab - Sales by Customer (08.740.00) Report

Information unique to the report.
Include Trade Discounts
Select to include trade discount amounts in the totals.
Include Freight charges
Select to include freight charge amounts in the totals.
Include Misc. Charges
Select to include miscellaneous charge amounts in the totals.
Include Sales Taxes
Select to include sales tax amounts in the totals.
 Reports 343

Sales by Commission (08.750.00) Report

Lists the details of salespersons’ commission sales during an account period or range
of periods. Use to calculate the commission amounts earned by each salesperson and to
analyze the profitability of each salesperson’s sales efforts.

Figure 143: Sales by Commission (08.750.00) report

Calculations Tab - Sales by Commission (08.750.00) Report

Margin Pct — Profit margin on each document item or service associated with a
salesperson; calculated by dividing the gross profit on each sale of an item or service
by the item or service’s selling price.
344 Accounts Receivable

Report Tab - Sales by Commission (08.750.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Commission on Issued Invoices — Generate the report in a format that includes
salesperson commission information for all invoices issued to customers.
• Commission on Partial Pmts. — Generate the report in a format that includes
salesperson commission information for only customer invoices that have been
partially paid.
• Commission on Paid Invoices — Generate the report in a format that includes
salesperson commission information for only customer invoices that have been
paid in full.
Beg/End Period
Beginning and ending period numbers of a range of accounting periods with
salesperson activity to report; Solomon lists all documents from the beginning and
ending periods, plus all periods in between the two.

Options Tab - Sales by Commission (08.750.00) Report

Information unique to the report.
Commission on PROFIT instead of SALES
Select to base commission calculations on profits.
Include Trade Discount in Commission
Select to include trade discounts in commission calculations.
Include Freight in Commission
Select to include freight charges in commission calculations.
Include Misc. Charges in Commission
Select to include miscellaneous charges in commission calculations.
Include Sales Taxes in Commission
Selecting to include sales taxes in commission calculations.
 Reports 345

Invoice/Memo Forms (08.760.00) Report

Lists the invoices, debit memos, and credit memos you distribute to customers. If you
need to print invoices and memos and you are not using the Order Management
module, you can do this using the Invoice/Memos Forms (08.760.00) report. For
invoices and memos printed using Invoice/Memo Forms (08.760.00), note that:
• Printing invoices and memos does not create or update any financial information
maintained by Solomon.
• Invoices and memos printed using this screen print in the regular 8.5" x 11"
service invoice format.
• If you decide to include your company’s name on the invoices or memos printed,
Solomon uses your company’s name as it is entered on GL Setup (01.950.00).
When preparing to print invoices and memos, it is often helpful to generate AR
Transaction (08.640.00) as an aid to selecting which invoices and/or memos to print.

Note: Invoices and memos must be released for posting before they can be printed.
Also note that if the Order Management module is being used, invoices will be printed
from that module.

7/29/98

000001

CA0100
2/10 Net 30

Mr. Jerry Hogan

Smith International
400 West Madison St.

Suite 400
Chicago, IL 60606

Figure 144: Invoice/Memo Forms (08.760.00) report

Caution: Use the Select tab to select the specific invoices to be printed. If you do not,
every invoice in the system will print.
346 Accounts Receivable

Report Tab - Invoice/Memo Forms (08.760.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements and forms to print in the regular 8.5" x 11" invoice
format of the Solomon system.

Options Tab - Invoice/Memo Forms (08.760.00) Report

Information unique to the report.
Print Job ID’s instead of Inventory Id’s
Select to print job IDs in place of inventory IDs on invoices and memos.
Print company name on invoices
Select to include your company’s name on invoices as it is entered on GL Setup
(01.950.00). Select this option if you are using forms which do not have the company’s
name preprinted on the form.
Invoice Message
A user-defined message that Solomon should print on invoices and memos. Enter any
text you want to include on invoices. Remember, this text will be on every invoice you
print in this session. The field is 50 characters long.
 Reports 347

Document History–Detail (08.770.00D) Report

Lists the detail information of all accounts receivable documents, including open and
paid invoices, and open and fully applied adjustments.
Date: Tuesday, September 15, 1998 Company 0060 Page: 1 of 1
Time: 03:38PM Document History - Detail Report: 08770.rpt
User: SYSADMIN Period: 10-99 As of: 09/15/1998 Company: 0060
Tran Tran Batch Customer Disc Due Period Period Discount Document
Ref No Type Date Number ID Terms Date Date Post Closed Description Amount Amount

Company: 0060
000001 PA 09/01/99 000002 CT0130 179,337.42 10-99 10-99 0.00

Description Project-Task-Cost Acct Sub Rate Unit Amount No Units Unit Price
Type

Faberge USA - - 1110 03-430-AA-00-00-1 0.00 0.00 0.00 179,337.42

CT0130 Faberge USA - - 1030 01-100-AA-00-00-1 0.00 0.00 0.00 179,337.42
Test6 - - 3030 01-100-AA-00-00-1 0.00 1.00 7,022.19 7,022.19
Test6 - - 1160 00-000-00-00-00-0 0.00 1.00 36,289.25 36,289.25
Test6 - - 3070 03-000-AA-00-00-1 0.00 1.00 125,525.99 125,525.99
Test6 - - 3090 01-100-AA-00-00-1 0.00 1.00 9,999.99 9,999.99
Test6 - - 3050 01-100-AA-00-00-1 0.00 1.00 500.00 500.00
CT0130 Faberge USA - - 1110 03-430-AA-00-00-1 0.00 0.00 0.00 179,337.42

000002 IN 10/01/98 000003 CT0130 05 10/01/98 10/31/98 10-99 10-99 Company 0060 0.00 50,170.18

Description Project-Task-Cost Acct Sub Rate Unit No Units Unit Price Amount
Type

Test5 - - 0.00 3030 01-100-AA-00-00-1 4.00 12,009.67 48,038.68

Test5 - - 0.00 3050 03-000-AA-00-00-1 50.00 25.25 1,262.50
Test5 - - 0.00 3033 01-100-AA-00-00-1 1.00 869.00 869.00
CT0130 Faberge USA - - 0.00 1110 03-430-AA-00-00-1 0.00 0.00 50,170.18
Faberge USA - - 0.00 1110 03-430-AA-00-00-1 0.00 0.00 50,170.18
CT0130 Faberge USA - - 0.00 1030 01-100-AA-00-00-1 0.00 0.00 50,170.18

000003 PA 09/01/99 000006 CT0130 10-99 10-99 0.00 700.00

Description Project-Task-Cost Acct Sub Rate Unit No Units Unit Price Amount
Type

Faberge USA - - 0.00 1110 03-430-AA-00-00-1 0.00 0.00 700.00

CT0130 Faberge USA - - 0.00 1030 01-100-AA-00-00-1 0.00 0.00 700.00

000004 PA 09/01/99 000014 CT0100 10-99 0.00 193,236.06

Figure 145: Document History–Detail (08.770.00D) report

Report Tab - Document History–Detail (08.770.00D) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Detail — Generate the report in a detailed format that includes all information
related to each customer document.
• Detail, Multi-Currency — Generate the report in a detailed format that includes
multiple-currency information, if such information is available from the Solomon
Currency Manager module.
348 Accounts Receivable

Document History–Summary (08.770.00S) Report

Lists the summary information of all accounts receivable documents, including open
and paid invoices, and open and fully applied adjustments.
Date: Tuesday, September 15, 1998 Company 0060 Page: 1 of 1
Time: 03:39PM Document History - Summary Report: 08770.rpt
User: SYSADMI Period: 10-99 As of: 09/15/1998 Company: 0060
N

Tran Tran Batch Customer Disc Due Period Period Discount Document
Ref No Type Date Number ID Terms Date Date Post Closed Description Amount Amount

Company: 0060
000001 PA 09/01/99 000002 CT0130 179,337.42 10-99 10-99 0.00

000002 IN 10/01/98 000003 CT0130 05 10/01/98 10/31/98 10-99 10-99 Company 0060 0.00 50,170.18

000003 PA 09/01/99 000006 CT0130 10-99 10-99 0.00 700.00

000004 PA 09/01/99 000014 CT0100 10-99 0.00 193,236.06

000005 IN 10/01/98 000008 CT0130 05 10/01/98 10/31/98 10-99 10-99 Company 0060 0.00 905.17

000006 PA 09/01/99 000025 CT0120 10-99 10-99 0.00 71,900.98

000007 PA 09/01/99 000027 CT0120 10-99 10-99 0.00 52,854.28

000008 CM 10/01/98 000011 CT0130 05 10/01/98 10/31/98 10-99 10-99 Company 0060 0.00 28,132.04

000009 IN 12/01/99 000013 CT0100 01 12/11/99 12/31/99 10-99 10-99 Company 0060 0.00 193,236.06

000010 IN 10/01/98 000015 CT0100 01 10/11/98 10/31/98 10-99 10-99 Company 0060 0.00 54,058.38

000011 PA 09/01/99 000048 CT0131 10-99 10-99 0.00 50,170.18

000012 PA 09/01/99 000057 CT0132 10-99 10-99 0.00 179,337.42

000013 IN 10/01/98 000019 CT0100 01 10/11/98 10/31/98 10-99 10-99 Company 0060 0.00 975.32

000014 PA 09/01/99 000070 CT0133 10-99 10-99 0.00 50,170.18

000015 DM 09/01/99 000021 CT0100 01 09/11/99 10/01/99 10-99 10-99 Company 0060 0.00 59.53

000016 CM 10/01/98 000022 CT0100 01 10/11/98 10/31/98 10-99 10-99 Company 0060 0.00 30,312.27

000017 IN 12/01/99 000024 CT0120 01 12/11/99 12/31/99 10-99 Company 0060 3,855.75 192,787.73

000018 IN 10/01/98 000026 CT0120 01 10/11/98 10/31/98 10-99 Company 0060 1,078.66 53,932.94

Figure 146: Document History–Summary (08.770.00D) report

Report Tab - Document History–Summary (08.770.00S) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Summary — Generate the report in a summarized format that includes only the
reference number, transaction type, batch number, customer ID, terms, discount
and due dates, periods posted and closed, description, discount and document
amounts for each document.
• Summary, Multi-Currency — Generate the report in a summarized format that
includes multiple-currency information.
 Reports 349

AR Batch Register–With Account Distribution (08.800.00D)

Report
An audit trail tool for monitoring accounts receivable batch numbers used and batch
distribution during the current accounting period. As a further auditing aid, it can also
list account distributions. If you have set up Solomon in the General Ledger module to
generate batch control reports automatically, AR Batch Register (08.800.00) can serve
as a summary batch control report should any of the original batch control reports be
lost.
Complete (C status) batches list account distribution amounts, however, these
distributions are not posted to general ledger accounts. Void (V status) and deleted
(D status) batches do not show account distribution amounts.
Date: Tuesday, September 15, Company 0060 Page: 1 of 1
1998
Time: 03:41PM AR Batch Register - With Account Distribution Report: 08800D.rpt
User: SYSADMIN Period: 10-99 As of: 09/15/1998 Company: 0060
Batch Status Journal Per Per Entry Account Distribution Totals
Number Type Ent Post Screen Batch Control Account Subaccount Account Description Debits Credits

Company

000023 U AR 10-99 10-99 08.030 1,436.31

1110 03-430-AA-00-00-1 A/R Trade-USD 0.00 606.25
1110 03-430-AA-00-00-1 A/R Trade-USD 0.00 15.09
1110 03-430-AA-00-00-1 A/R Trade-USD 0.00 1.19
Account/Subaccount Total 0.00 622.53

4040 01-100-AA-00-00-1 Discounts Taken 606.25 0.00

4040 01-100-AA-00-00-1 Discounts Taken 15.09 0.00
4040 01-100-AA-00-00-1 Discounts Taken 1.19 0.00
Account/Subaccount Total 622.53 0.00

Batch Total 622.53 622.53

Company Total: 622.53 622.53

Company 0060

000001 P AR 10-99 10-99 08.010 179,337.42

1110 03-430-AA-00-00-1 A/R Trade-USD 179337.42 0.00
1160 00-000-00-00-00-0 A/R Inter-Company-USD 0.00 36289.25
3030 01-100-AA-00-00-1 Sales/Income 0.00 7022.19
3050 01-100-AA-00-00-1 Discounts Allowed-Trade 0.00 500.00
3070 03-000-AA-00-00-1 Freight Income 0.00 125525.99
3090 01-100-AA-00-00-1 Customer Finance Charges 0.00 9999.99
Batch Total 179337.42 #######

000002 P AR 10-99 10-99 08.030 179,337.42

1030 01-100-AA-00-00-1 Cash-US Dollars-USA 179337.42 0.00
1110 03-430-AA-00-00-1 A/R Trade-USD 0.00 179337.42
Batch Total 179337.42 #######

000003 P AR 10-99 10-99 08.010 50,170.18

1110 03-430-AA-00-00-1 A/R Trade-USD 50170.18 0.00
3030 01-100-AA-00-00-1 Sales/Income 0.00 48038.68
3033 01-100-AA-00-00-1 Sales/Income Type 3 0.00 869.00
3050 03-000-AA-00-00-1 Discounts Allowed-Trade 0.00 1262.50
Batch Total 50170.18 50170.18

Figure 147: AR Batch Register–With Account Distribution (08.800.00D) report

350 Accounts Receivable

Report Tab - AR Batch Register–With Account Distribution

(08.800.00D) Report
Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• With Account Distribution — Generate the report in a summarized format that
includes all summary information plus account distributions.
• With Account Distribution, Multi-Currency — Generate the report in a summarized,
multiple-currency format that includes account distributions.
Beg/End Period
Beginning and ending period numbers of a range of accounting periods with batch
activity to report; Solomon lists all batches from the beginning and ending periods,
plus all periods in between the two.
 Reports 351

AR Batch Register–Summary (08.800.00S) Report

An audit trail tool for monitoring accounts receivable batch numbers used and batch
distribution during the current accounting period. As a further auditing aid, it can also
list account distributions. If you have set up Solomon in the General Ledger module to
generate batch control reports automatically, AR Batch Register (08.800.00) can serve
as a summary batch control report should any of the original batch control reports be
lost.
Complete (C status) batches list account distribution amounts, however, these
distributions are not posted to general ledger accounts. Void (V status) and deleted
(D status) batches do not show account distribution amounts.
Date: Tuesday, September 15, 1998 Company 0060 Page: 1 of 1
Time: 03:44PM AR Batch Register - Summary Report: 08800S.rpt
User: SYSADMIN Period: 10-99 As of: 09/15/1998 Company: 0060

Batch Journal Period Period Entry

Number Status Type Entered Post Screen Batch Control

Company: 0060

000001 P AR 10-99 10-99 08.010 179,337.42

000002 P AR 10-99 10-99 08.030 179,337.42
000003 P AR 10-99 10-99 08.010 50,170.18
000004 P AR 10-99 10-99 08.030 50,170.18
000005 P AR 10-99 10-99 08.010 700.00
000006 P AR 10-99 10-99 08.030 1,400.00
000007 P AR 10-99 10-99 08.010 55.25
000008 P AR 10-99 10-99 08.010 1,810.34
000009 P AR 10-99 10-99 08.010 28,132.04
000010 P AR 10-99 10-99 08.010 55.25
000011 P AR 10-99 10-99 08.010 28,132.04
000013 P AR 10-99 10-99 08.010 193,236.06
000014 P AR 10-99 10-99 08.030 197,100.78
000015 P AR 10-99 10-99 08.010 104,228.56
000016 P AR 10-99 10-99 08.030 154,398.74
000017 P AR 10-99 10-99 08.010 754.25
000018 P AR 10-99 10-99 08.010 59.53
000019 P AR 10-99 10-99 08.010 975.32
000020 P AR 10-99 10-99 08.010 30,312.27
000021 P AR 10-99 10-99 08.010 59.53
000022 P AR 10-99 10-99 08.010 30,312.27
000024 P AR 10-99 10-99 08.010 372,125.15
000025 P AR 10-99 10-99 08.030 205,665.56
000026 P AR 10-99 10-99 08.010 53,932.94
000027 P AR 10-99 10-99 08.030 151,184.38
000028 P AR 10-99 10-99 08.010 752.50
000029 P AR 10-99 10-99 08.010 59.39
000030 P AR 10-99 10-99 08.010 973.06
000031 P AR 10-99 10-99 08.010 30,241.94
000032 P AR 10-99 10-99 08.010 59.39
000033 P AR 10-99 10-99 08.010 30,241.94
000035 P AR 10-99 10-99 08.010 193,236.06
000036 P AR 10-99 10-99 08.030 386,472.12

Figure 148: AR Batch Register–Summary (08.800.00S) report

352 Accounts Receivable

Report Tab - AR Batch Register–Summary (08.800.00S) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Summary — Generate the report in a summarized format that includes the batch
number, status, journal type, periods entered and posted, data entry screen number,
batch control amount for each batch.
• Summary, Multi-Currency — Generate the report in a summarized format that
includes multiple-currency information, if such information is available from the
Solomon Currency Manager module.
Beg/End Period
Beginning and ending period numbers of a range of accounting periods with batch
activity to report; Solomon lists all batches from the beginning and ending periods,
plus all periods in between the two.
 Reports 353

AR Edit (08.810.00) Report

Lists document and transaction information for accounts receivable batches, except
voided batches. Use when editing accounts receivable batches before posting batch
amounts to general ledger accounts and as a record of the documents in a batch
released for posting.

Date: Monday, August 30, 1999 Page: 1 of 7

Time: 04:06PM Company 0060 Report: 08810.rpt
User: SYSADMIN AR Edit - Standard Company: 0060
Period: 12-99 As of: 08/30/1999

Company: 0060

Batch: 000091 Status: P Edit Screen: 08030 Control: 179,447.92

Period Entered: 12-99 Period to Post: 12-99 Number of Documents Out of Balance 0 Total: 179,447.92
Doc Tran Bank Discout Due Discount
Ref Nbr Type Cust ID Customer Name Date Terms Acct Subaccount Date Date Amount
200007 PA CT0130 Faberge USA 12/01/1999 1030 01-100-AA-00-00-1 0.00
Job-Phase-Cost Type Acct Subaccount Job Rate Unit Nbr Units Unit Price Amount
1030 10-100-AA-00-00-1 0.00 0.00 0.00 179,337.42 DR
1110 03-430-AA-00-00-1 0.00 0.00 0.00 55.25 CR
1110 03-430-AA-00-00-1 0.00 0.00 0.00 55.25 CR
1110 03-430-AA-00-00-1 0.00 0.00 0.00 178.321.75 CR
1110 03-430-AA-00-00-1 0.00 0.00 0.00 55.25 CR
1110 03-430-AA-00-00-1 0.00 0.00 0.00 960.42 CR
1110 03-430-AA-00-00-1 0.00 0.00 0.00 55.25 CR
1110 03-430-AA-00-00-1 0.00 0.00 0.00 55.25 CR
Original Document Amount 179,337.42 Document CR total: 179,447.92 Document DR Total 179,447.92

Batch: 000092 Status: P Edit Screen: 08030 Control: 28,132.04

Period Entered: 12-99 Period to Post: 12-99 Number of Documents Out of Balance 0 Total: 28,132.04
Doc Tran Bank Discout Due Discount
Ref Nbr Type Cust ID Customer Name Date Terms Acct Subaccount Date Date Amount
000061 IN CT0130 Faberge USA 12/01/1999 05 1030 03-430-AA-00-00-1 12/01/1999 12/01/1999 0.00
Job-Phase-Cost Type Acct Subaccount Job Rate Unit Nbr Units Unit Price Amount
1110 03-430-AA-00-00-1 0.00 0.00 0.00 28,132.04 DR
3030 10-100-AA-00-00-1 0.00 0.00 0.00 27,869.15 CR
3030 10-100-AA-00-00-1 0.00 0.00 0.00 262.89 CR
Original Document Amount 28,132.04 Document CR total: 28,132.04 Document DR Total 28,132.04

Figure 149: AR Edit (08.810.00) report

Report Tab - AR Edit (08.810.00) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Standard — Generate the report in a format that includes all batches entered
during the period(s) specified in Beg/End Period, including those already posted to
the general ledger.
• Multi-Currency — Generate the report in a format that includes all batches entered
or posted for the period(s) specified in Beg/End Period plus multiple-currency
information, if such information is available from the Currency Manager module.
Beg/End Period
Beginning and ending period numbers of a range of accounting periods with batch
activity to report; Solomon lists all batches from the beginning and ending periods,
plus all periods in between the two.
354 Accounts Receivable

Payment Applications–Detail (08.820.00D) Report

Lists the detail information of payments and credit memos applied to accounts
receivable documents during a specific time period and the information of the invoices
and debit memos to which payments and credit memos have been applied.
Date: Tuesday, September 15, 1998 Company 0060 Page: 1 of 1
Time: 03:51PM Payment Applications - Detail Report: 08820.rpt
User: SYSADMIN Period: 10-99 As of: 09/15/1998 Company: 0060
Doc Description: Doc Entry Period Original Amount Document Discount
Ref Nbr Type Cust ID Customer Name Date Batch to Post Doc Amt Applied Balance Given

Company: 0060

000016 CM CT0100 Company 0060 10/01/98 000022 10-99 30,312.27 30,312.27 0.00
Smith International
Adjusted Document: Doc Apply Due Discount Original Amount Discount Period
Ref Nbr Type Date Batch Terms Date Date Doc Amt Applied Allowed Closed
000015 DM 09/01/99 000023 2/10 Net 30 09/11/99 59.53 59.53 0.00 10-99
000013 IN 10/01/98 000023 2/10 Net 30 10/11/98 975.32 975.32 0.00 10-99
000014 IN 10/01/99 000023 2/10 Net 30 10/11/99 30,312.27 29,277.42 0.00 10-99
Total 30,312.27 0.00

000004 PA CT0100 09/01/99 000014 10-99 193,236.06 2,638.62 190,597.44 4,487.25

Smith International
Adjusted Document: Doc Apply Due Discount Original Amount Discount Period
Ref Nbr Type Date Batch Terms Date Date Doc Amt Applied Allowed Closed
000012 IN 01/01/00 000023 2/10 Net 30 01/11/00 59.53 58.34 1.19 10-99
000014 IN 10/01/99 000023 2/10 Net 30 10/11/99 30,312.27 428.60 606.25 10-99
000011 IN 01/01/00 000023 2/10 Net 30 01/11/00 754.25 739.16 15.09 10-99
000009 IN 12/01/99 000014 2/10 Net 30 12/11/99 193,236.06 189,371.34 3,864.72 10-99
Total 190,597.44 4,487.25

000005 PA CT0100 09/01/99 000016 10-99 54,058.38 0.00 54,058.38 0.00

Smith International
Adjusted Document: Doc Apply Due Discount Original Amount Discount Period
Ref Nbr Type Date Batch Terms Date Date Doc Amt Applied Allowed Closed
000010 IN 10/01/98 000016 2/10 Net 30 10/11/98 54,058.38 54,058.38 0.00 10-99
Total 54,058.38 0.00

000032 CM CT0110 Company 0060 10/10/99 000043 10-99 754.25 0.00 754.25 0.00
Trans-America
Adjusted Document: Doc Apply Due Discount Original Amount Discount Period
Ref Nbr Type Date Batch Terms Date Date Doc Amt Applied Allowed Closed
000026 IN 10/01/98 000044 Due in 30 10/01/98 54,058.38 754.25 0.00
Days
Total 754.25 0.00

000008 PA CT0110 09/01/99 000036 10-99 193,236.06 0.00 193,236.06 0.00

Figure 150: Payment Applications–Detail (08.820.00D) report

 Reports 355

Report Tab - Payment Applications–Detail (08.820.00D) Report

Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Detail — Generate the report in a detailed format that includes the reference and
batch numbers, document type, customer information, doc date, period to post,
document and discount amounts, amount applied, and any remaining balance of
each payment or memo, plus information on the invoices and/or debit memos to
which they are applied.
• Summary — Generate the report in a summarized format that includes the
summary information on payments and credit memos. This version does not
include information on the documents to which the payments were applied.
• Detail, Multi-Currency — Generate the report in a detailed format that includes
multiple-currency information.
• Summary, Multi-Currency — Generate the report in a summarized format that
includes multiple-currency information, if such information is available from the
Solomon Currency Manager module.
Beg/End Period
Beginning and ending period numbers of a range of accounting periods with payment
activity to report; Solomon lists all payments and credit memos from the beginning and
ending periods, plus all periods in between the two.
356 Accounts Receivable

Payment Applications–Summary (08.820.00S) Report

Lists the summary information of payments and credit memos applied to accounts
receivable documents during a specific time period and the information of the invoices
and debit memos to which payments and credit memos have been applied.
Date: Tuesday, September 15, 1998 Company 0060 Page: 1 of 1
Time: 03:52PM Payment Applications - Summary Report: 08820.rpt
User: SYSADMIN Period: 10-99 As of: 09/15/1998 Company: 0060
Doc Description: Doc Entry Period Original Amount Document Discount
Ref Nbr Type Cust ID Date Batch to Post Doc Amt Applied Balance Given

Company: 0060

000016 CM CT0100 Company 0060 10/01/98 000022 10-99 30,312.27 30,312.27 0.00 0.00
000004 PA CT0100 09/01/99 000014 10-99 193,236.06 190,597.44 2,638.62 4,487.25
000005 PA CT0100 09/01/99 000016 10-99 54,058.38 54,058.38 0.00 0.00
000032 CM CT0110 Company 0060 10/10/99 000043 10-99 754.25 754.25 0.00 0.00
000008 PA CT0110 09/01/99 000036 10-99 193,236.06 193,236.06 0.00 0.00
000024 CM CT0120 Company 0060 10/01/98 000033 10-99 30,241.94 30,241.94 0.00 0.00
000006 PA CT0120 09/01/99 000025 10-99 71,900.98 71,900.98 0.00 0.00
000007 PA CT0120 09/01/99 000027 10-99 52,854.28 52,854.28 0.00 0.00
000008 CM CT0130 Company 0060 10/01/98 000011 10-99 28,132.04 28,132.04 0.00 0.00
000001 PA CT0130 09/01/99 000002 10-99 179,337.42 179,337.42 0.00 0.00
000002 PA CT0130 09/01/99 000004 10-99 50,170.18 50,170.18 0.00 0.00
000003 PA CT0130 09/01/99 000006 10-99 700.00 700.00 0.00 0.00
000040 CM CT0131 Company 0060 10/10/99 000054 10-99 700.00 700.00 0.00 0.00
000011 PA CT0131 09/01/99 000048 10-99 50,170.18 50,170.18 0.00 0.00
00009 PA CT0131 09/01/99 000046 10-99 179,337.42 179,337.42 0.00 0.00
000049 CM CT0132 Company 0060 10/01/98 000065 10-99 28,132.04 28,132.04 0.00 0.00
000012 PA CT0132 09/01/99 000057 10-99 179,337.42 179,337.42 0.00 0.00
000056 CM CT0133 Company 0060 10/10/99 000075 10-99 700.00 700.00 0.00 0.00
000013 PA CT0133 09/01/99 000068 10-99 179,337.42 179,337.42 0.00 0.00
000014 PA CT0133 09/01/99 000070 10-99 50,170.18 50,170.18 0.00 0.00
Company Total 1,552,818.52 2,638.62
1,550,179.90 4,487.25

Figure 151: Payment Application–Summary (08.820.00S) report

 Reports 357

Report Tab - Payment Applications–Summary (08.820.00S)

Report
Information unique to the report. See the System Manager online help or user guide for
information about the other fields on the tab.
Report Format
Specifies the type of statements to print; options are:
• Detail — Generate the report in a detailed format that includes the summary
information of payments and credit memos plus the information of the invoices
and/or debit memos to which they are applied.
• Summary — Generate the report in a summarized format that includes the
reference and batch numbers, document type, customer information, due date,
period to post, document and discount amounts, amount applied, and any
remaining balance of each payment or memo.
• Detail, Multi-Currency — Generate the report in a detailed format that includes
multiple-currency information.
• Summary, Multi-Currency — Generate the report in a summarized format that
includes multiple-currency information, if such information is available from the
Solomon Currency Manager module.
Beg/End Period
Beginning and ending period numbers of a range of accounting periods with payment
activity to report; Solomon lists all payments and credit memos from the beginning and
ending periods, plus all periods in between the two.
358 Accounts Receivable
 Glossary 359

Glossary
Access Rights
A set of permissions that define the parts of the system an authorized user may access
as well as the user’s rights to alter any information.
Accounts Receivable Setup
Flexible AR setup options that allow you to tailor its operation to the specific needs of
your company.
Accounts Receivable System-Level Decisions
Decisions that affect the operation of the Solomon Accounts Receivable module. These
decisions include how to assign a document reference number, how to display
transaction line descriptions, how to enter sales tax defaults, and how to perform credit
checking.
Active Account Status
Customer who is eligible for all accounts receivable services. Solomon processes all of
an active customer’s documents without any restrictions.
Active User
A user who is currently signed on to Solomon.
Address ID
Unique identifying codes assigned to customer address information. An address ID can
be any alphanumeric code you care to assign.
Admin Hold Account Status
A customer is on administrative hold. Solomon does not permit document entry for this
customer, however you apply and enter payments on Payment Application (08.030.00)
and Payment Entry (08.050.00).
Application
One of the Solomon Account modules, such as Accounts Payable or Accounts
Receivable.
Application Database
A database that contains all of the accounting data for one or more financial entities.
360 Accounts Receivable

Auto Reference Numbering

If you select automatic reference numbering on the Other Options tab of AR Setup
(08.950.00), Solomon automatically assigns numeric-only numbers to orders and
increments the order number by one (000242, 000243, etc.) for each new order entered.
Batch
A grouping of documents. The batch fields on a screen apply to all listed documents.
Coding Formats
For accurate, efficient data storage and retrieval, each data record receives a unique
identifying code that distinguishes it from all other data records. These codes can be
numeric, alphabetic, or alphanumeric. Depending on the data record type, the codes are
either assigned automatically by Solomon or manually by you.
Coding Scheme
A system of arranging letters and/or numbers into meaningful data record identifiers
(IDs and numbers) that distinguish each record from all other records in the Solomon
database.
Counter Sales
Sales orders for which payment is received at the same time goods are transferred from
seller to buyer and the sales order invoice is created. Because receipt of goods, invoice
creation, and invoice payment occur at the same time, counter sales do not require
shipment confirmation.
Credit Memo
An adjustment that reduces the amount of a customer invoice or provides an open
credit balance. Credit memos are typically created when customers return previously
purchase merchandise.
Customer Class ID
Typically used to identify and group customers with similar characteristics. They
facilitate reporting the information of specific customer types and also make it easier to
establish customer defaults when you are entering new customer information in
Solomon. A customer class ID can be any alphanumeric code you care to assign.
Customer Classes
Used to identify and group customers with similar characteristics, such as wholesale
customers.
 Glossary 361

Customer Defaults
Information that applies to the majority of your customers. Setting up default customer
information can increase the speed of entering customer records in Solomon. When
you enter a new customer record, Solomon automatically enters the default
information, which you can change as needed.
Customer ID
Unique identifying codes assigned to each customer’s information that distinguish the
customer from all other customers in the database. A customer’s ID can be any
alphanumeric code you care to assign.
Data Item
A single value in a single field.
Debit Memo
An adjustment that increases the amount on a customer invoice or removes an open
credit balance.
Document
An individual record in a batch. You can display document fields on a screen in either
grid or form view.
Finance Charge Maintenance
Information that involves specifying the annual finance charge percentage, minimum
finance charge, whether or not to charge the minimum finance charge, whether or not
to compound finance charges, and whether or not to apply customer payments to
finance charges first.
Fiscal Period
Consists of the period number and fiscal year. The period number is the month number
starting with the first month in the fiscal year. The fiscal year is the calendar year in
which the fiscal year begins.
Form View
A portion of a data entry screen showing all the fields for one record. The form view
helps when you need to see all the fields in one record. Toggle between form and grid
view using F4.
362 Accounts Receivable

General Ledger Accounts

Used to debit or credit customer accounts based on transactions in the Accounts
Receivable module.
Grid View
A portion of a data entry screen showing all the data items for all the records in rows
and columns. The grid view is useful when comparing values in detail records. Toggle
between grid and form view using F4.
Inactive Account Status
A customer who is not active. Solomon does not permit new document entry for this
customer and the customer’s ID and name do not appear in possible values. To apply
or enter a payment on Payment Application (08.030.00) or Payment Entry (08.050.00),
change the customer’s status.
One Time Account Status
A customer who is a one-time customer. Solomon deletes one-time customer
information when the customer’s account has no open documents and meets the
maximum number of periods set for retention of transaction details.
Price Level
Separate price lists for the same inventory items. Price levels are often used to establish
different item prices for different customer groups and to identify contract price
schedules. Solomon uses price levels in the Order Management module to determine
the appropriate item prices to charge when you produce sales orders.
Recurring Invoice ID
An invoice issued at regular intervals for the same amount each time. Typical uses
include standardized product orders and monthly retainer fees. In Solomon, regular
accounts receivable invoices are created from recurring invoice records. A recurring
invoice ID can be any alphanumeric code you care to assign.
Recurring Invoices
Invoices issued at regular intervals for the same amount each time. Typical uses
include standing orders and monthly service contracts. Recurring invoices helps save
time when preparing invoices for customers who purchase the same items or services
at regular intervals.
Reference Number
Unique identifying codes assigned to accounts receivable documents. In the Accounts
Receivable module, reference numbers can either be numeric or alphanumeric.
 Glossary 363

Sales Terms
Determines how Solomon calculates a customer’s document amount at payment time.
Sales Territories
Used to identify and group salespersons or customers with similar geographic areas.
Salesperson ID
Unique identifying codes assigned to each salesperson’s information (name, address,
commission percentage, etc.). A salesperson ID can be any alphanumeric code you
care to assign (for example, an abbreviated version of the salesperson’s name or a
letter-number combination).
Salesperson Information
Associating a default salesperson with each of your customers enables Solomon to
track and report sales by salesperson. If you do not want to track sales by salesperson,
use Salesperson Maintenance (08.310.00) to set up sales categories to track sales by
other groupings, such as by region.
Shipper
An Order Management document normally created from a sales order used mainly for
picking and packing items at an inventory site in order to fill the associated sales order.
When order shipment is confirmed, the shipper is closed and an invoice number is
assigned to it to convert the shipper to an invoice. This Order Management-generated
invoice can then be confirmed and released using the Solomon Accounts Receivable
module.
Statement Cycle ID
A customer classification tool used to identify and group customers with similar
characteristics whose statements should be printed at the same time. Grouping
customers into statement cycles allows you to print statements for specific groups of
customers at different times, eliminating long statement printing runs that typically
result when all customer statements are produced at the same time. A statement cycle
ID can be any alphanumeric code.
Statement Cycles
A customer classification tool used to identify and group customers with similar
characteristics whose statements should be printed at the same time.
Template
A set of options, such as the printing and sorting options of a report, that is saved for
later use.
364 Accounts Receivable

Terms ID
Unique identifying codes assigned to customer payment terms information. A terms ID
can be any alphanumeric code you care to assign.
Trade Discount Percentage
Additional discount percentage that Solomon should deduct from the customer’s
document amounts at order time. For example, a customer who purchases in very large
volumes might receive an additional 5% discount in addition to the regular price level
discount.
 Index 365

Index
Application
opening 7
A selecting 8
Applying
Account activity auto credit memos 163, 283
customer trial balance 323 auto debit memo 163
customer trial balance by period 325 auto finance charges 163
deleting 290 auto payment 163, 283
reviewing 117, 323 auto payments to multiple customers 91
viewing 189 auto prepayment 163
Accounts Receivable finance charges 102, 286
checking 137 payments 79
closing 59, 106 payments automatically 83
deleting 135 payments for counter sales 85
editing 132 payments manually 81
establishing history 64 payments to customer cycles automatically 91
maintaining 131 Asset accounts
processing transactions 57 balancing 327
reviewing 109 Assigning job descriptions 62
setting up 15, 20, 295
setting up batches 20
troubleshooting 131
verifying 315
B
Accounts Receivable coding Balances
address ID 18 aging 288
customer ID 17 reviewing 119
formatting 16 Balancing
recurring invoice ID 19 asset accounts 327
reference number 19 Batch control reports
salesperson ID 17 printing 98, 270
statement cycle ID 18 Batch distribution
structuring 15 monitoring 349, 351
terms ID 19 Batch numbers
Address ID monitoring 349, 351
AR coding 18 Batches
Aging defining 140, 157, 172
customer balances 58, 103, 288 releasing 100, 267
Aging history Batches before posting
aging 320 editing 353
period sensitive 322
Analyzing
cost of sales 336, 338, 340 C
profitability 336, 338, 340
profitability of sales 341 Calculating
sales 336, 338, 340 finance charges 58, 102
sales volumes 341 salesperson commission 343
salesperson profitability 343 Changing
sort order 87
366 Accounts Receivable

Checking Customer order management account

Accounts Receivable data 137 information
Closing entering 52
Accounts Receivable module 106 Customer order management information
AR module 59 entering 51
statement cycles 104, 292 Customer statements
Cost of sales printing 58, 105
analyzing 336, 338, 340
Creating
recurring invoices 243 D
Credit limit
setting up 21 Data entry
Credit memo clearing fields 12
automatically applying 163 navigating screens 9
Credit memos saving data 12
automatically applying 283 Debit memo
entering 155 automatically applying 163
reviewing 354, 356 Debit memos, entering 155
Currency defaults Default
entering 48 overriding setup 147
Current period documents Default accounts
locating 329 setting up 20
Customer account other information Defaults
entering 50 setting up 21
Customer account status Defining
determining 44 AR system-level decisions 35
Customer accounts batches 140, 157, 172
setting up 43 customer classes 24, 253
Customer addresses customer defaults 31
entering 47 customer information 208
Customer balances documents 141, 159, 173, 193, 275
aging 58, 103 fiscal period 29
recording 58 sales territories 37
Customer classes statement cycles 23, 251
defining 24, 253 Deleting
reviewing 335 account activity 290
Customer defaults Accounts Receivable data 135
defining 31 customer history 290
entering 48 Determining
Customer history customer account status 44
deleting 290 sales terms 44
establishing 55 sort order 164
reviewing 115, 234 Displaying module menu 6
Customer ID Distributing
AR coding 17 small balance write-offs 97
Customer information small credit write-offs 97
defining 208 write-offs 279
entering 45 Document details
finding 182 obtaining 341
reviewing 112, 177 reviewing 332
Customer inquiry 177 Documents
defining 141, 159, 173, 193, 275
 Index 367

E Fiscal period defining 29

Foreign-denominated transactions
processing 61
Editing Form view 9
Accounts Receivable 132 Formatting
batches before posting 353 AR record coding 16
Entering Fully applied adjustments
credit memos 155 reviewing 347, 348
currency defaults 48 Function keys 9
customer account information 50
customer addresses 47
customer defaults 48
customer information 45
G
customer order management account General Ledger accounts
information 52 entering defaults 48
customer order management information 51 setting up 26
debit memos 155 Generating
finance charges 155 AR reports 58
GL account defaults 48 invoices 58
manually-prepared invoices 58, 65 recurring invoices 77, 280
manually-prepared memos 65 Generation interval 69
payment 155, 161, 171
payments 58, 88, 175
prepayment 155
salesperson information 38
I
shipping addresses 53, 237 Identifying
statement information 50 sales territory 265
tax 151 Inquiries
tax defaults 48 possible values 10
terms 153 Inquiry customer 177
transaction details 148, 165, 175 Invoice numbers
transactions 144 setting up 21
Entering information on the fly 11 Invoices
Establishing entering 144
AR history 64 generating 58
customer history 55 printing 58
salesperson history 40

J
F Job descriptions, assigning 62
Fields
clearing data 12
navigating 9 L
Filing reports 62
Finance charges Locating
applying 102, 287 current period documents 329
automatically applying 163
calculating 58, 102
entering 155 M
setting up 33 Maintaining
Finding Accounts Receivable 131
customer information 182 recurring invoices 243
368 Accounts Receivable

Manually-prepared invoices Payments

entering 58, 65 applying 79
Manually-prepared memos, entering 65 applying for counter sales 85
Memos, entering 144 entering 58, 175
Module menu displaying 6 Period activity, reviewing 331
Monitoring Possible values feature 10
batch distribution 349, 351 Posting of accounts
batch numbers 349, 351 verifying 327
Posting transactions 58
Prepayment
N automatically applying 163
entering 155
Navigating Solomon 5 Printing
batch control reports 98, 270
O customer statements 58, 105
invoices 58
reports 128
Obtaining
Processing
AR document breakdown 341
AR transactions 57
sales information 330
foreign-denominated transactions 61
Open adjustments
taxes 61
reviewing 347, 348
transactions 60
Open application, selecting 8
Profitability
Open invoices
analyzing 336, 338, 340
reviewing 347, 348
Profitability of sales
Open orders
analyzing 341
reviewing 122
viewing 187
Opening application 7
Operating tips
Q
checking possible values 10 Quick Maintenance feature 11
clearing data fields 12
saving data 12
using Quick Maintenance 11
Organizing reports 62
R
Overriding Recording customer balances 58
default setup 147 Recurring invoice ID
taxes 75 AR coding 19
Recurring invoices
creating 243
P generating 77, 280
maintaining 243
Paid invoices reviewing 333
reviewing 347, 348 setting up 58, 69
Password protection, using 62 Reference number
Payment AR coding 19
applying automatically 91 Releasing
automatically applying 163, 283 batches 100, 267
entering 88, 155, 161, 171 Reports
reversing 93, 192 filing 62
reviewing 124 generating 58
Payment information organizing 62
reviewing 354, 356 printing 128
 Index 369

Reversing 93 Salesperson ID
payment 192 AR coding 17
Reviewing Salesperson information
account activity 117, 323 entering 38
account balances 119 reviewing 126
Accounts Receivable 109 tracking 38
aging history 320 Salesperson profitability
aging history, by period 322 analyzing 343
AR document details 332 Screens
AR documents 110 clearing data 12
credit memos 354, 356 navigating 9
customer classes 335 saving data 12
customer history 115, 234 Selecting open application 8
customer information 112, 177 Setting up
customer period trial balance 325 Accounts Receivable 15, 20, 295
customer trial balance 323 AR batches 20
fully apply adjustments 347, 348 credit limit 21
open adjustments 347, 348 customer accounts 43
open invoices 347, 348 default accounts 20
open orders 122 defaults 21
paid invoices 347, 348 finance charges 33
payment 124 GL accounts 26
payment information 354, 356 invoice numbers 21
period activity 331 post payment discount 20
recurring invoices 333 recurring invoices 58, 69
salesperson history 127, 263 sales tax information 22
salesperson information 126 terms 22
shipment information 185 transaction details 20
shipping addresses 114 Shipment information
statement cycles 334 reviewing 185
year-to-date activity 331 Shipping addresses
entering 53, 237
reviewing 114
S Short-term asset, create 69
small balances
Sales writing-off 82
analyzing 336, 338, 340 Small balances
Sales information, obtaining 330 Distributing write-offs 97
Sales tax information writing off 95
setting up 22 writing-off 273
Sales terms Small credits
determining 44 distributing write-offs 97
Sales territories writing off 95
defining 37 writing-off 273
Sales territory Solomon navigation 5
identifying 265 Solomon toolbar 8
Sales volumes, analyzing 341 Sort order
Salesperson commission changing 87
calculating 343 determining 164
Salesperson history Statement cycle 105
establishing 40 Statement cycle ID
reviewing 127, 263 AR coding 18
370 Accounts Receivable

Statement cycles
closing 104, 292 W
defining 23, 251
reviewing 334 Writing off
Statement information, entering 50 small balances 95
Statements, generate 105 small credits 95
Structuring AR coding 15 writing-0off
System-level decisions, defining 35 small balances 82
Writing-off
small balances 273
T small credits 273

Tax
entering 151 Y
overriding 75
viewing 151 Year-to-date activity
Tax defaults, entering 48 reviewing 331
Taxes, processing 61
Terms
entering 153
setting up 22
viewing 153
Terms ID, AR coding 19
Toolbar, Solomon 8
Tracking
salesperson information 38
Transaction details
entering 148, 165, 175
setting up 20
viewing 148, 165
Transactions
posting 58
processing 60
Troubleshooting
Accounts Receivable 131

U
Using password protection 62

V
Verifying
AR information 315
posting of accounts 327
Viewing
account activity 189
open orders 187
tax 151
terms 153
transaction details 148, 165