The Power Tools
POWER TOOLS
Documentation – Accounts Receivable
Accounts Receivable Overview 3
Features 4
Enter / Browse 5
Anticipated Collections Report 36
Browse Invoices 30
Contracts/Change Orders 25
Contract Invoices 22
Create Contract Invoices from Pay Apps 21
Customers – Maintenance 27
Customers – Consolidate Duplicate 28
Link Customer to Job for Pay App Invoicing 38
Miscellaneous Invoices 13
Miscellaneous Invoices - Print Invoices 16
Print Statements 33
Receipts/Deposits 8
Recurring Invoices 17
Pay Requests 37
Enter Orders / Change Orders 25
Link AR Customer to Job 38
Add/Maintain Pay Requests by Job/Month 39
Add Scheduled Values/Application Values 40
End Of Month 44
Create Invoices from Pay App 21
Print Aged Trial Balance 45
Print Monthly Billing Summary 45
Print Pay Requests for Month 46
Print Open Items Listing 46
Print Distributions Report 46
Print AR Distribution Out of Balance Rpt. 46
Post AR Invoices to GL 46
Audit Reports 46
End of Year
Print Job Income Report/Open Items 47
Special Reports 48
Customer Activity Report 49
Print Job Income Report 50
Misc. Utilities 51
Invoice Description Maintenance 52
Sales Tax – Maintenance 53
Salesperson – Maintenance 54
Terms Code – Maintenance 52
AR Statement Header Maintenance 55
Frequently Asked Questions 56
Invoicing
Customer Not Displaying during CT Invoice Entry
Pay App Invoice Not Created
Billing Retainage
Utilizing Access Filters
OVERVIEW
The Power Tools Accounts Receivable System provides a wide variety of user-defined calculations and reporting, designed to help you monitor and increase your cash flow. Whether you need sales analysis, contract billing with retainage or over-the-counter sales, you now have all the tools you need to effectively manage your business income.
Contract billing is one effective technique to monitor billing and cash flow, by job. The original contract amount, any subsequent change orders, invoice pay requests (AIA or other), and retainage are input and reported by job for an accurate picture of the status of each job. This reflects historical data, as well as an idea of revenues that will be received as the job progresses. All contract data remains throughout the duration of the job, and interfaces with the Power Tools JCPM System for sophisticated reporting and determination of over or under billing, actual earned profits and expected cash flow.
Another form of billing is Miscellaneous Billing. Miscellaneous invoices are outside a contract billing and may be printed as the data is input (for over-the-counter sales), or printed later in batches.
The ability to process Recurring Invoices is also available in the Accounts Receivable System. Invoices that are entered monthly, quarterly, yearly, etc. for the same dollar amount can be set up one time and processed when necessary without any further input. A great time-saver for rent, loans, etc.
Numerous print-outs are available for analyzing data from several different angles - the print-outs range from sales analysis to aged reporting. A Checksheet is also provided for more efficient processing.
The Power Tools Accounts Receivable System provides a completely versatile, effective and accurate means of tracking and managing your billings and cash receipts.
ACCOUNTS RECEIVABLE FEATURES
• Multi-company processing.
• Checksheet processing. The checksheets provide a step-by-step guide.
• Commitment control including original Contract plus Change Orders for total billing information per job. Gross billings, retainage, net balance, and remaining balance to invoice are all provided on the Job Income Report for easy tracking. This information is also updated to JCPM providing Cost to Date and Billed to Date comparisons.
• Aged Trial Balance provides open invoice report with Current, 30, 60, and 90 day balances. Retainage balances are also detailed.
• User controlled timing of transactions posted to General Ledger. A Distribution Report is available to print for proof of totals and distributions – then transfer as often as you like. The data is simply replaced each time the month is transferred.
• Drop down menus for customer names, job names, and distributions.
• GL account and Job Cost coding verified during input. As invoices are entered, the distribution codes are checked to insure that valid accounts are utilized. Contract invoices linked to the job during job setup so distributions are automatic.
• Date verification and audit. The system will not allow an improper date such as November 31. A Date Locking feature allows the system administrator to lock closed or upcoming months to prevent input to closed months.
• Customers and Salespersons may be added on the fly during invoice entry.
• Multiple month entry in unlocked months.
• Full Pay Request handling. Choose from a Contract Pay Request, direct print on the AIA forms, or the AIA license form for customers with the AIA license. Both the cover sheet and continuation sheets are printed including contract/change orders, scheduled values, owner/architect information, contract days, etc. Custom forms are available by request.
• Recurring Invoices – enter invoice once and process for the period with the click of one button.
ENTER/BROWSE
RECEIPTS
Add Receipts: Enter receipts and deposits by customer
Enter/Delete Receipts - Current Month – Browse receipts for the month selected in a split screen data sheet format. As the receipts are selected, the invoices paid will display at the bottom of the split screen. Receipts can be deleted if month is not locked.
Browse Receipts with Date Range – Browse receipts for a specified date range.
Print AR Receipts Report – Print receipts for specific beginning and ending date
Browse Deposits/Add Images – Browse receipts by reference #. Add images to either the deposit or the individual receipt.
INVOICING
Add/Edit Miscellaneous Invoices - Enter/Delete/Edit non-contract invoices. Add invoice option also available from this screen. Invoices may be deleted from this screen if the month is not locked.
- Print Invoices by Date – Print invoices using invoice date. Datasheet format. Tracks and displays number of times an invoice has been printed.
Add/Edit Recurring Invoices – Set up and Process invoices that recur on a regular basis – monthly, quarterly, yearly, etc.
Create Invoices from Pay Requests – select to create Contract Invoices using the Application Values for the monthly pay requests.
Add/Edit Contract Invoices – Enter contract invoices not attached to pay requests.
JOB STARTUP/MAINTENANCE
Link Job to Customer - this option can be done manually or automatically. The customer is linked to the job so invoices may be auto created from pay applications.
Add/Edit Contracts & Change Orders – contracts and change orders can be automatically created from the JCPM information. However, they can also be done manually.
CUSTOMERS
Customers-Maintenance: contains options to input and maintain each Customer’s Record information, such as name, address, credit limit, etc. Also allows for a customer listing (name, address, etc) and customer data listing (name, address, terms codes, account numbers, to date balances, etc)
- Print Customer List by Number - Print customer data by customer number
- Print Customer List – Print customer data from the Customer Maintenance Screen-alphabetic
- Print Customer List Abbreviated – Print condensed list (single line) listing of customers-alphabetic
BROWSE/EDIT
Browse Invoices by Customer – Browse all invoices by customer including contracts and receipts if applicable. Datasheet format for easy filtering. Invoices can be changed or deleted for unlocked months.
Browse Invoices by Job – Inquire Invoices by Job Number – including contract and miscellaneous invoices. Datasheet format for easy filtering. Invoices can be changed or deleted for unlocked months.
Browse All invoices - Browse all invoices for the year selected
Browse Open Items – Print Statements – Print statements for Open Invoices Only
Print Statements (All Invoices) – Print statement displaying all invoices for customer including open
Anticipated Collections – Open Invoices – Add an anticipated receive date for payment and add notes to print the Anticipated Collections Report. Report will utilize the anticipated collection date entered and prints note field.
Add Receipts
Receipts may be entered as they are received. Multiple month entry is available as long as the month is not locked. Locking the month prevents the input of receipts, invoices, or changes to existing info for a closed month.
The receipt screen has two dates for referencing the receipt – Date Rec’d (financial date used to post to GL and CASH MGR) and the check date (a reference field noting the actual date written on the check).
Select Bank Using the drop down menu, select the bank to which the receipt will be recorded. The bank name/account is displayed as well as the General Ledger account number that corresponds with the account.
The bank accounts are set up in the System Control menu, Bank Setup option.
Date Received is the date used when posting the receipt to the Cash Account in General Ledger. This is the date the receipt will hit Cash Manager for bank reconciliation and Current Balance.
Reference The reference number is used by the Cash Manager System to import the deposits. Receipts with the same date received and reference # will be combined into one total for all ‘like’ reference numbers. Utilize the reference field to match the bank statement as closely as possible – making monthly reconciliations more efficient.
For example: 2 receipts were entered on 6/24/14 using reference number 06-24-13. One receipt was for $100,000.00 and the other $50,000.00. Accounts Receivable will display the receipts separately with the invoice they paid. Cash Manager will show as $150,000.00 for 06-24-14 reference.
Customer Select the customer from the drop down menu. Once the customer is selected, all outstanding invoices for this customer will appear on the screen below.
Total Check Amt Enter the amount of the check – if this check pays multiple invoices enter the total amount of the check. The dollars can be split to individual invoices that display for this customer.
Check Date/Check Number Enter the actual date on the check. This is a reference only. Enter the physical check – again this is used for reference.
Apply Payment – if the check amount equals the Open Amount, simply check the PAID box. This will plug the check amount in the Paid Amt. box.
If a partial payment is being made, enter the dollar amount in the Paid Amt. box. If multiple invoices are being paid with one check, the total amount paid to invoices must equal the check amount at the top before the receipt will be saved.
The example above has both scenarios. The first invoice had a previous partial payment with a remaining balance of $127,788.81. This total was checked to pay along with a partial payment of $2,000 for the second invoice entered manually.
Add/Delete Receipts – Current Month
The Add/Delete Receipts option is a single-line datasheet that reflects receipts entered for the month selected. The receipt displays at the top and when selected will display the invoices paid at the bottom.
The receipts can then be deleted if the month is not locked. New receipts can be added from this screen as well.
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Browse Receipts with Date Range
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Browse receipts in a user-defined date range by selecting the beginning and ending dates. REFRESH to update the info according to the date selection.
Use Access filters to sort or define the receipts as needed. Alphabetically, by date, reference #, etc.
Browse Deposits & Add Images
The Browse Deposits & Add Images allows the user to attach images to either the deposit or the single receipt.
Browse receipts by the deposit (reference #/date) and add images to either the deposit or the individual receipt.
The top portion displays the deposit.
The middle section will display the receipts included in the deposit.
The bottom section displays the invoices paid by the receipt selected.
Attach an image to either the complete deposit or the individual receipt.
This example displays a deposit with a reference of Maintain (for monthly maintenance charges). The middle portion displays the receipt and the bottom shows the 5 invoices paid by the receipt.
To add an image, select the Add Image button to the right of the deposit or receipt info.
The selected item will display at the top. In this example, Breckenridge Builders. Browse for the folder containing the image.
The receipt image was saved to the Desktop. When Desktop is selected, all .pdf files display allowing the user to select the proper file. The image is displayed for reference.
A deposit or receipt with an image will display a Yes next to the deposit or receipt. Select the View Image button to see the image(s).
Miscellaneous Invoices
Invoices within the Power Tools Accounts Receivable System fall into one of two categories: Contract or Miscellaneous.
A Contract Invoice involves a contract for a particular service to be performed at a fixed cost. This contract often includes progress billing (intermediate or partial billings and payments) and retainage.
All other invoices will fall within the Miscellaneous Invoice category.
When selecting the Miscellaneous Invoice option, the user will be prompted to select Month or Year as Current. This selection determines the invoices displayed. Month as Current displays existing invoice for the month selected (in this case, June 2014). Year to Date will display all invoices entered for the fiscal year.
The example below displays Month as Current displaying June miscellaneous invoice and a total for the invoices.
Existing invoices may be edited in an unlocked month. Invoices with no payments may also be deleted from this option.
In order to delete a paid invoice, the receipt must be deleted first, then the invoice.
Add/Edit/Delete Invoice
The above is an example of a miscellaneous invoice. The Invoice number is an auto numbered field but can be overwritten with a unique number.
The miscellaneous invoice includes the option to add quantities and unit costs.
Line items marked as taxable will be taxed according to the state, county, and city selected in the customer file.
State, City, and County taxes are added as necessary and can be changed from the calculated tax by selecting the Override Tax option at the bottom.
The Seq: field allows the user to change the line sequence for print purposes. If left blank, the sequence will be the input sequence. Once the sequence numbering is used, the line items will default to the numeric sequence when printing or viewing the invoice.
Invoices can be emailed or printed in several formats – any of which can be changed to accommodate your company. Your company logo may also be incorporated into the invoice.
To begin entering a miscellaneous invoice, select the customer. The drop down menu of customers includes names, customer numbers, and addresses to ensure the correct customer is chosen.
However, if a new customer is needed, it may be added on the fly during invoice entry. Enter the new customer name. A prompt allows the new customer to be added.
The description and comment line will be displayed on the invoice when printed. Both can be used to filter in the browse routines.
Enter the Invoice Date (defaults to computer date). The Date Due will be calculated according to the terms code in the Customer File but can be overwritten.
Track the revenue per salesperson by selecting a Salesman. The salesmen codes/names are set up in the AR MISC tab.
If job related, enter the job number to recognize this miscellaneous invoice on the Job Income Report and the Billings totals in JCPM reporting. The job number will also be used as the subsidiary number on the AR asset account during the posting of the invoice.
Enter the account number for distribution (normally a revenue account). Enter the quantities and rate or simply a lump sum total. This description will show in the main body of the printed invoice. The quantities and unit cost will also be displayed.
Tax? If the field line item is subject to state, county and/or city taxes, check the Tax box. The System will automatically calculate any applicable taxes, based on the information set up in the Sales Tax File. If the field line item is not subject to taxation, do not check.
When you are done inputting line items, the tax calculations will be displayed at the bottom of the screen in the total recap and can be overwritten by selecting the Override Tax button.
Clicking the Print Preview button at the top right of the screen to preview the invoice.
If the format needs to be changed to fit on your letterhead or pre-printed form, alternate invoice formats are available through the Select Invoice Format option at the top right of the screen. Please contact our office for additional setup changes.
To cancel the invoice at any time during entry, click the Cancel Invoice button at the top of the screen.
Print Invoices by Date
Invoices can be re-printed or selected to print as a batch by selecting the Print Invoices By Date option.
Select the invoice date from the drop down menu and select the invoices to print. Select the Print option at the top of the screen to print. The # Printed field displays the number of times the invoice has already been printed.
Invoice formats can be selected at the top of the screen “Select Invoice Format”. Please contact Power Tools via email or phone ( support@, 407.834.0700x100 ) for any required format changes. The AR invoices can be formatted to fit on your letterhead, pre-printed invoices, or any other existing form.
Enter/Browse Recurring Invoices
The Accounts Receivable System provides the ability to process recurring invoices. Rent and maintenance agreements are examples of invoices that occur each month for the same amount.
The invoices can be defined and input one time. Each month (quarter or year, etc.) a new transaction is automatically generated – saving a great deal of input time. Multiple batches can be processed at the same time.
The recurring invoices are set up using batch numbers. The batch number is used to create invoices matching that batch – such as monthly maintenance. Therefore, many different batches can be set up for processing invoices monthly, quarterly, yearly or any other user-defined period simultaneously.
Recurring invoices are miscellaneous-type invoices with no retainage or contract required.
Batch Numbers
The Recurring Invoice process begins with setting up the batch numbers.
Select the Add/View Batch #’s Button at the top of the main Recurring Invoice screen. The existing batches/descriptions will be displayed. Add or maintain as necessary.
The batch numbers will be assigned to each recurring invoice – determining when the invoice will be created.
Keep in mind, if a batch number is deleted or changed for any reason, the batch # on the recurring invoices will need to be adjusted as well.
Set Up Recurring Invoices
The setup of a recurring invoice is very similar to entering a miscellaneous invoice. The exception is the batch number assigned to the invoice. The invoice will not actually be created until the batch is processed. The batch number determines when the invoice will be created.
Once the batches are set up, select the Add Invoice button at the top of the main Recurring Invoice screen. The following screen will appear.
Enter the batch number to which this invoice will belong. Then simply enter the invoice as it will be billed each time the batch is run.
The invoice amounts can be changed if necessary.
Processing Recurring Invoices
Before processing the recurring invoices, double checking the invoice amounts for the batch cycle. Select the batch. Enter the invoice date and starting invoice #. Select Create Invoices to process and create the invoices.
Select the Process button at the top right of the Recurring Invoice Screen.
Select the batch number one at a time and enter the invoice date. This will be the date on the invoice – used for both aging purposes and for GL. The invoices will hit the GL as of the invoice date.
Enter the beginning invoice #. Each invoice will be numbered sequentially from this number forward.
Multiple batches may be processed. If the monthly and quarterly billing periods coincide, run one batch at a time. Each set of invoices will be processed.
Batches may be run multiple times using the same batch number and date. The invoices will be replaced as long as the batch number and invoice date are the same.
If a different date is used, multiple invoices will be generated.
If this happens in error, simply go to the Enter/Browse Miscellaneous Invoices screen and delete the duplicate invoices.
Contract Invoices
Contract invoices are progress payment-type invoices that may or may not require retainage. Contract invoices allow you to enter a total contract amount and then bill against the contract at regular intervals. Contract invoices can be created two ways in the Accounts Receivable module.
• From Pay Request Application Values
• Manual Contract Invoices
In either case, before the invoice processing can begin, an order must be entered for the customer.
The order determines the total amount to be billed. Change orders can be entered to increase or decrease the total amount of the contract.
The change orders include description lines so detailed information can be input to reference the increase or decrease in contract total.
Orders and Change Orders are automatically created from JCPM by default. Contact Customer Support if you would like to de-activate this option and enter contracts and change orders manually.
Steps to setting up a contract invoice
* JCPM – Add Job
Enter the job in the Add a Job tile. JCPM will create the job and revenue account in the GL Chart of Accounts as well as create a zero pay request header for this job.
AR – Add Customer
From the Enter/Browse screen in AR, enter the customer information in the Customer Maintenance. (JCPM can be set to create the customer on the fly during job entry)
AR – Add Order
Enter the Order (Contract) amount to be billed to the customer for this job. Change Orders may be added at this time if necessary. If the AR is set to automatically import contracts and change orders from JCPM, the Add Order option can be skipped.
Link Job to AR Customer
Tag the job with the appropriate customer. Enter any additional job information that may not have been added during job entry. This includes owner, architect, job address, lien information, etc. This can be added at a later time if information is not readily available.
* JCPM CAN BE SET UP TO AUTOMATICALLY CREATE THE CUSTOMER, LINK THE JOB/CUSTOMER, AND CREATE THE ORDER DURING THE JOB ADD ROUTINE. CONTACT POWER TOOLS SUPPORT TO DISCUSS AND ACTIVATE THIS OPTION.
Create Contract Invoice from Pay Requests
To eliminate the need for manual entry, contract invoices may be created directly from the pay application values for the month.
The Pay Request by Month option allows the user to view all requests within the month selected. Requests may be added and edited from this option.
When the system is set to create AR contract invoices from pay requests, this option will create the invoice upon existing the screen. Invoice # will be the pay request number. The pay request date will be used as the Invoice date.
Existing invoices will be edited if any changes were made to the pay request.
When a job is initially added to the system, be sure to Link the Customer to the Job (Under the Start Up section of the AR Enter/Browse screen). This determines the customer invoiced for the pay app values each month.
This option creates invoices for the pay apps dated in the month selected. The month must be unlocked in order for the invoice to be created.
If an invoice is not created through the Create Invoices from Pay App option, check the Link Job to Customer option to assure the job has been updated with the correct customer.
Add/Edit Contract Invoice
The contract invoice begins with selecting the job number to which the invoice will be applied. Once the job number is selected, select the customer – only the customer linked to this job should display in the drop-down box. Select the order. Again, only orders that apply to that job/customer will be displayed.
Enter a reference number if applicable. Reference is not a required field but is used for further identification if necessary.
Enter the invoice number – user defined.
Enter a comment and description - this will show on the printed invoice.
Enter the Gross Amount of the invoice. This amount includes any retainage.
Enter the retainage amount. The net will show as the gross amount minus retainage.
Select the revenue account number (should populate automatically to reflect the revenue account associated with the job) and enter the total distribution amount (gross invoice amount).
The invoice will now show on the Open Items/Aging Report and all other AR Reports.
As each subsequent invoice is entered the contract and previously information will display.
Once the invoice is entered, the This Invoice recap will show the current invoice information and the To Date field will combine both the Prior and This Invoice amounts to give a To-Date total.
Contract Retainage Billing
Retainage is withheld as each contract invoice is entered. Billing retainage is simply reversing the retainage amount from the same retainage field.
To bill retainage, enter a new invoice. Because the gross has contained retainage in the previous invoices, the Gross Amount will be $0. The retainage to be invoiced is entered as a negative in the Retainage Amt. field. This will provide a positive Net Amt. This will also reduce the total retainage remaining.
Link Job to Customer
The AR can be linked to automatically create and update the contract amount from the job in JCPM. This eliminates the need to add a contract manually in Accounts Receivable. In addition, as Change Orders are approved in JCPM, the AR contract will be updated.
Further time saving options include creating the invoice from pay applications. The auto invoice option requires the job and customer to be linked in order to create the invoice.
To link the job and customer, select the Link Job to Customer option under the Job Startup/Maintenance.
Each active job will be listed. Select the AR Customer (customer can be added on the fly by entering the customer name in the Name field. The system will prompt if the customer does not exist).
Close the screen. No additional information is necessary. The AR Order field will be blank upon existing the screen. However, the process run while existing creates the order and adds the new order # to the proper field.
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Add Contract/Order
If the auto link is not being used, the orders must be added manually.
To add an order, click on the Add An Order (Contract) on the Add/Edit Contract (Orders) screen.
Enter the Order Number. This number is unique to this customer and job. Suggested order is the job #. The customer can be used for multiple orders (for instance – performing several jobs for Disney Corporation. The Order Number is what makes this order unique from the other Disney jobs).
Enter the Customer – select from the drop down menu. As is all the drop downs, once the system finds data to match what is being entered, you can hit Enter to select the matched data.
Select the Job Number from the drop down menu. The job number refers to the job set up in Jobber. This will determine what job is updated on the WIP with each invoice/order/change order.
Note: The AR System can be set up to automatically add orders and change orders using the JCPM Contract and Approved Change Orders for each job.
If this process is selected, the Enter Contract/Change Orders option is skipped.
Add a Change Order
To add a change order, select the order from the Enter Orders/Contract screen. When the order is selected the existing change orders will display at the bottom of the screen.
Select View/Add Change Order to view/edit/add.
Add a new change order by selecting the next available record. Enter the CO #, date, and description. Enter the CO Amount – either a positive or negative for a deduction change order.
Distribute the change order line items to the revenue account for this job.
Customers - Maintenance
The Customer Maintenance selection is used to input address and tax information for each customer.
The Maintenance screen opens in a datasheet format. This allows sorting by customer number, name, city, zip, etc. A new customer may be added by Add Customer button at the top of the screen.
The Single Record View button at the top left of the screen changes the view of the screen to a form view and displays the whole record at once.
(If the Terms Codes, Sales Tax Codes, and/or the Salesperson selections have not been added in the Accounts Receivable MISC tab, please do so before entering the customer information. This information will be necessary in the setting up of customers. The salesperson/sales tax codes are not a required field and may be added later, but the terms code is required during invoicing and should be added at this time.
Enter a Customer Number – customer number is auto assigned
Enter the Customer Name – this will appear on all invoices and pay requests.
Enter the Street Address or PO Box where the Pay Request or Invoices will be sent.
Enter the State – it is recommended that you use the two-letter state codes established by the U.S. Postal Service (Ex: Florida = FL).
Enter the zip code, exactly as it is to appear on all printed material. The field allows for the four digit suffix. If the suffix, enter the dash (Ex: 37202-3315).
Enter a phone and fax number for the customer – along with the contact name.
Ship-To name, address, and phone can be entered for alternate locations or the actual job location.
Enter the Terms Code (from the drop down menu created on the MISC screen). This will determine the due date when entering invoices and will affect the aging report. The due date can be overwritten during invoice input.
If the customer is subject to paying state sales tax, check the Taxable box. If the customer is exempt from state sales tax, do not check this box. Taxable status can be changed during invoice input.
Enter a tax exempt ID number if applicable.
The State Code defaults to the address state but may be changed to a different state for tax purposes. Each tax state used must be in the Sales Tax File.
If you do not have a County and/or City Code to be input, depress Enter to advance the cursor.
The Salesperson codes are set up in the Accounts Receivable MISC tab. The purpose of entering the salesperson’s code in the Customer’s Record, is to provide for reporting and analysis of sales, per salesperson. During the entering of Invoices, the System will automatically distribute the Sales Account amounts to the account numbers set up for this salesperson within the Salesperson File.
Consolidate Customers
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Duplicate customers with no data may be deleted. However, customers with any type of activity cannot be deleted. The Consolidate Customers option allows the user to combine two active customers into one. Select the Customer to Move and the Customer to keep. All info from the Moved customer will be added to the Move To: customer and the duplicate customer deleted.
Print Customer List
The Customer List will print the name, address, contact information, and distribution information for each customer.
The abbreviated customer list details only the customer number, name, contact, and phone. Addresses are suppressed on this version.
Browse Invoices By Customer
The Browse Invoices by Customer allows the user to access invoices on a customer basis. Select the customer from the drop down menu. All corresponding invoices will be displayed. As the invoices are selected, the detail is displayed at the bottom half of the screen. The left side displays the payments received and the right side displays the distribution.
A total Gross, Retainage, Net, and Open Invoice amount is displayed under the listing of invoices.
Each job for the selected customer will be displayed. Use the Access filters to select a job, date range, etc.
Invoices can be viewed in detail and/or by selecting the invoice and then clicking the View Invoice button at the top of the screen.
Add or view images associated with this invoice.
Browse Invoices by Job
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The Browse Invoices by Job allows the user to access invoices/totals on a job basis. Select the job from the drop down menu. All corresponding invoices will be displayed. As the invoices are selected, the detail is displayed at the bottom half of the screen.
A total Gross, Retainage, Net, and Open Invoice amount is displayed under the listing of invoices.
Use the Access filtering to narrow the invoices down to a select date, amount, etc.
The By Job view provides a quick view of the total billed, retainage remaining and the open amount.
Invoices can be viewed in detail and/or edited if necessary by selecting the invoice and then clicking the View/Edit Invoice button at the top of the screen.
Add/Edit images associated with the invoices.
Unpaid invoices in unlocked months may be deleted from this screen.
Browse All Invoices
Browse All Invoices displays the current year invoices for either month or year to date. No designation is made for customer or job.
Utilize the Access filters to narrow down the selection as needed.
Invoices in unlocked months may be edited and/or deleted (if unpaid).
Select the View Invoice option to make any changes.
The Add Invoice option is also available in this screen.
Add/View Images associated with the invoice selected.
Browse Open Invoices - Statements
Statements can be printed on a by-customer basis. The statement will include unpaid invoices only through the accounting date selected.
The statements include a header and footer that is user defined. Headers and Footers are created in the AR MISC tab (see MISC documentation for more detail on setting up headers and footers).
From the Enter/Browse tab in AR, select Browse Open Items – Print Statements.
Select the customer to view all the open items. A list of unpaid (open) invoices will display for the customer selected.
To print the statement, check the Print box to the right of the customer at the top. Then select the Print Selected or View/Print One at the top.
Although the default header and footer is set up in the MISC tab, they can be edited at the time of printing for one-time messages.
Printing Statements Continued:
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Print Statements All Invoices
The Print All Invoice statement will display all invoices for the customer including those already paid. This print gives a more detailed invoice/payment history.
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Anticipated Collections on Open Invoices
The Anticipated Collections option allows the user to add a Date Anticipated for payment as well as a Note on each individual invoice.
The due date is entered/calculated during invoice entry, but the actual date of payment can be a completely different date. The Date Anticipated gives the user a real-time look at the receivables.
Enter the Date Anticipated and any necessary notes as to time called, person contacted, etc. (Notes field is limited to 45 characters)
The corresponding report at the top will reflect the information entered. The report will sort in Anticipated Date order .
Pay Request Processing
Prior to Pay Request Processing, the job must be set up in the JCPM program. The Job Add will create a 0 Pay Request normally used to set up the scheduled values for this job.
If the AR invoices will be created directly from the pay application values, the following steps should also be completed. Note that the steps below can be done automatically from the JCPM program.
AR – Add Customer
From the Enter/Browse screen in AR, enter the customer.
AR – Add Order (if orders are imported from JCPM, skip this step)
Enter the total Order (Contract) amount to be billed to the customer for this job. Change Orders may be added at this time if needed.
Link Job to Customer
Tag the job with the appropriate customer. Enter any additional job information available. This includes owner, architect, job address, lien information, etc. This can be added at a later time if information is not readily available.
Link Job to Customer/Edit Project Information
Linking the customer to the job allows the AR system to automatically create an invoice from the pay request. It also eliminates input errors during the manual entry of contract invoices. When the job is selected, the customer will be limited to the customer linked in this process. The order for this job/customer will also display as the only option.
Select the correct AR Customer for this job. The customer is the Owner or other party responsible for the progress payments. It can be a customer set up specifically for this job or a customer that is used for multiple jobs.
The AR Order Number is left blank as it will be created automatically when the menu is closed.
Enter any project information that may be missing – architect name/address, owner project number, project location, etc. This information may be printed on the pay application.
If a job does not display on the screen, check the status in the JCPM program to be sure the job is marked as Active and In Process. If the job is set to Completed or Inactive, it will not display on the Link Job to Customer screen.
Browse – Add/Maintain Pay Requests by Job or By Month
Before beginning pay app processing, a schedule of values must be set up for each job. The schedule of values is a list of the individual items that make up the contract amount.
Both the Add/Maintain Pay Request by Job and Add Pay Request by Month screens allow you to add the scheduled values, enter pay requests, and print preview the request.
The Add/Maintain by Job will display the job with all existing pay requests regardless of date. The By-Month will list the pay requests entered for the month selected.
The AIA Pay Request will print directly on AIA Document G702 “Application and Certificate for Payment”.
The Contract Pay Request will print the pay request form as well as the information. Your company name and/or logo will print at the top of the request.
Add Scheduled Values
The first pay request number defaults to 0. This number may be used to set up the scheduled values or may be changed to Pay Request 1 for the first pay request of the job. The scheduled values can be entered at the same time as the first application.
If a Pay Request is activated in the middle of a job (for example, pay request 4), the easiest way to begin is to enter the Previous Application Values PRIOR to the current application number. Enter the Application Values for the current pay app. This brings the pay request up to date and creates the next billing all in one step.
The Scheduled Values may be added by copying/pasting from another job’s pay app, then edited to match the needs for the job.
Standard Scheduled Value Descriptions can be added and will populate as they are typed. This helps keep line
Items consistent from pay app to pay app.
The scheduled value codes are alpha-numeric, user-defined text and determine the sort order of the line items. Because the field is text and not strictly numeric, leading zeroes must be used in order to sort the codes properly. For example: If the total amount of scheduled values will surpass 100 line items, the numbering must begin with 001, 002…continuing on to 010, 011, 012, etc.
The Phase Field is not required but can be used to separate the pay application by floors, phases, etc. The continuation sheet can be printed to separate and subtotal by Phase while utilizing a single cover sheet for the job.
Once all the scheduled values are entered, select the REFRESH button at the top right of the screen to update the Pay Request Summary fields at the top of the screen.
Add This Application Values
Select Add from the Pay Request by Job or by Month tab.
Opening new pay item cycle prepares the pay request form for new information.
Although the system moves the current information to previous to begin a new pay request, it saves a copy of each pay request for your use in the future. By going to the Browse Pay Request by job or by month, you can view and edit the existing pay requests.
Select the job number.
Last Pay Request Number – this determines the totals utilized in the Previous fields. The system moves the current information to the previous fields,
New Request # - assign the next pay request number, description, and the pay request date. Be sure to use unique pay app number for each – normally sequential. Hit RUN
Select OK to open the new pay cycle or Cancel to quit.
Enter “This Application” values by either entering the amount for the application and/or stored materials in the actual fields or enter utilizing the percent complete field. Entering in one field calculates the other.
The “retainage” percentage will default to the retainage percentage set up in the Job File in JCPM. You may override this percentage during entry if necessary. The line items may be changed manually by changing the dollar amount or percent.
To change this percentage for the pay app, select the Change button next to the Summary at the top. The default retainage percent will be changed for each line item.
REFRESH the application to update the information to the summary record.
Note the Prev Application values have been updated with the values from previous applications and are utilized to determine the Total Application values.
Printing Pay Requests
Pay Requests may be printed in two different formats.
AIA Cover Sheet – Does not print the form. Prints the pay request information only. Designed to print directly on a standard AIA Document G703 Cover Sheet. The Cover Sheet includes the contract, change order, and summarized info. Also includes Owner and Job information.
AIA Continuation Sheet - Prints the detailed line items. Designed to pint directly on a standard AIA Document G702 Continuation Sheet.
Generic Pay Request/Cover Sheet – prints the Pay Request form as well as the Pay Request information. Resembles the AIA format for pay requests. Your company name as well as your logo may be programmed to print at the top of the Pay Request.
Add/Edit Pay Req by Month – Create Invoices
The Pay Request by Month option allows the user to view all requests within the month selected. Requests may be added and edited from this option.
If the AR contract invoices are set to create automatically from pay requests, this option will create new and edit existing invoices upon exiting the screen.
End of Month Processing
The End of Month menu provides an easy to use Checksheet to guide the user through posting and balancing the month, common reports to print/save, and optional procedures to ensure the data is in balance with no errors.
Create Invoices from Pay Requests
If invoices are being created directly from pay requests, select this option to create or edit existing invoices for the month.
Print Aged Trial Balance/Aged Trial Balance by Number
The Aged Trial Balance lists the Open Invoices separated into Current, 30, 60, 90 day columns. This report is used to monitor outstanding invoices.
Aging Date – Invoices will be categorized in the proper column as of this date.
Invoice Cut-Off Date - Invoice cut-off date for the invoices to be included on the report. Normally the month end.
(Invoices dated after the invoice cut-off will not display the report.
Print Billing Detail/Print Billing Detail by Job Number The Billing Detail prints all billings – miscellaneous and contract for the month by customer. The Billing Detail by Job Number prints all billings - miscellaneous or contract in job number order.
Print Billing Detail by Invoice Date – MI and CT – The billings by invoice type displays invoices in date sequence and will display only Miscellaneous or Contract invoices.
The Billings for CT invoice report vs the Pay Requests For Month is a valuable audit to determine the total CT invoices created match the application values for each pay request entered for the month.
Print Receipts Report – Displays each receipt entered for the month selected
Print Pay Requests for the Month/Print Monthly Billing Summary - Displays all pay requests entered during the selected month.
Print Open Items Listing/Print Open Items by Job – Displays all unpaid invoices as of the selected date. The Open Items Listing sorts by Customer, the Open Items by Job lists in job number order.
Print Distribution Report – Displays the invoice distributions grouped by account numbes, showing the debits and credits for all transactions for the month selected. This report represents what will be posted to the General Ledger.
*Post AR Invoices to GL
Posts all Account, Subsidiary and Division/Department distributions to the General Ledger.
This option can be run as many times as necessary during the month. The existing information will be replaced each time the transfer is run.
To print a listing of the transferred items, select the Print button.
Additional Reports
Sales Tax Report – Displays the invoices by tax location. Includes total sales, taxable sales and exempt sales for state and county.
Salesperson Report – Displays the invoices sorted by the salesperson tagged on the invoice/customer.
*AR Distributions Out of Balance – Displays any invoices with a discrepancy between the total invoice and distributed amount. This audit report is used to determine an out of balance during the AR Posting to GL
* AR Error Conditions Report – Displays any invoices with an incorrect or missing code/distribution. Again, may cause an out of balance during the AR Posting to GL routine.
End of Year
Year End Close
Accounts Receivable does not have a year-end close. The data is based on the length of the job. No formal closing is necessary.
The process for year-end can be simply to print or save the Open Items and (if needed) the Job Income Report for auditing.
Purging of AR Invoices/Payments is available on the End of Year menu. However, unless there is a space constraint it is recommended that the AR data is not purged. Purging removes the AR history for the job/customer and will eliminate Billing information from Job Cost Reports.
Special Reports
The Special Reports menu includes a Customer Activity and Job Income Report. An audit for billings vs pay requests is provided to ensure each pay request has a corresponding invoice.
The Pay Apps vs Invoice option displays pay requests and invoices for the job selected to ensure invoices created from pay requests are accurate.
This menu is also utilized to list custom reports requested by the client.
Customer Activity provides a detail of invoices and receipts for a specified customer for a requested date range.
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Print Job Income Report
The Job Income Report provides a comprehensive list of billings and receipts on a per job basis.
Also included is a summary of total contract, billings, receipts, and balances.
View Billings – Pay Apps vs Invoices
This option compares the invoices in Accounts Receivable to the Pay Applications entered either in AR or JCPM.
Any discrepancies between the two can be researched.
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Misc. Utilities
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The Miscellaneous/Utilities tab is utilized for setting up the following:
Invoice Descriptions
Terms Codes – set up payment terms for automatic due dates in AR Invoicing
Sales Tax – set up state, city, county sales tax
Salesperson File – set up salespeople for filtering by salesperson
Statement Header Maintenance – set up default header and footer data for statements
The terms, sales tax, and salesperson file should be set up prior to entering customers or invoices.
Invoice Description – Maintenance
Set up descriptions for Miscellaneous Invoice entry for recurring descriptions. Saves input time and creates consistency.
The descriptions will display as the input is matched during entry. The description can be edited once populated to the line item.
Sales Tax – Maintenance
The Sales Tax Maintenance selection is used to input tax information for each state, county and city requiring withholding of Sales Tax.
The same screen display is used for setting up states, counties and cities, however, you must have the State Record set up before you can enter County and City Records for that state.
Enter Sales Tax Code
State Enter the appropriate 2-digit State Code.
County Enter the user-defined code for this county. If setting up a State or City Record, depress Enter.
City Enter the user-defined code. If you are setting up a State Record, depress Enter or Tab.
Tax ID (15 alphanumeric) Enter the appropriate Sales Tax identification number.
Tax Percent Enter the percentage of Sales Tax required to be withheld by the state, county or city.
Tax Acct. Enter the sales taxes withholding account appropriate for the state, county, or city being entered.
Salesperson – Maintenance
The Salesperson Maintenance if not required if tracking each salesperson for reporting and analysis purposes. This selection is used to set up each salesperson and their code, as well as a taxable and non-taxable sales account and/or Class Code which is unique to the salesperson.
The Enter, Change, Delete, Inquire and Print Options use the same screen(s) as the “Enter” screen(s) documented.
Salesperson Number (3 alphanumeric) Enter the user-defined salesperson # (alpha/numeric) number.
Salesperson Name (30 alphanumeric) Enter the name of the salesperson.
Sales-Acct-Txbl and Sales-Acct-Non-Txbl column fields Enter the sales account for the salesperson
Terms Code – Maintenance
The Terms Codes are used in the customer file to calculate the due date on the Accounts Receivable invoices. This comes into play when printing the Aging Reports. Code Enter a one to three alpha/numeric code (user-defined) for the term.
Examples: N15 = Net 15 Days
N30 = Net 30 Days
DUE = Due Upon Receipt
Days Due (3 numeric) Enter the number of days in which an invoice is to be paid.
Description Enter the description for the terms. (see examples above)
AR Statement Header Maintenance
Multiple headers may be added to select when printing AR Statements. The header may also be edited once selected on the statement.
FREQUENTLY ASKED QUESTIONS
Below is the complete listing of the State Codes #s with the corresponding state.
01 – Alabama 27 – Montana
02 – Alaska 28 – Nebraska
03 – Arizona 29 – Nevada
04 – Arkansas 30 – New Hampshire
05 – California 31 – New Jersey
06 – Colorado 32 – New Mexico
07 – Connecticut 33 – New York
08 – Delaware 34 – North Carolina
09 – District Of Columbia 35 – North Dakota
10 – Florida 36 – Ohio
11 – Georgia 37 – Oklahoma
12 – Hawaii 38 – Oregon
13 – Idaho 39 – Pennsylvania
14 – Illinois 40 – Rhode Island
15 – Indiana 41 – South Carolina
16 – Iowa 42 – South Dakota
17 – Kansas 43 – Tennessee
18 – Kentucky 44 – Texas
19 – Louisiana 45 – Utah
20 – Maine 46 – Vermont
21 – Maryland 47 – Virginia
22 – Massachusetts 48 – Washington
23 – Michigan 49 – West Virginia
24 – Minnesota 50 – Wisconsin
25 – Mississippi 51 – Wyoming
26 – Missouri 55 – Puerto Rico
1. When entering a contract invoice, the customer is not displaying in the drop-down menu
a. Check the customer file to be sure there is a proper Terms Code selected.
b. Check to be sure the customer and job are linked. If the job has not been linked to the proper customer, the AR system does recognize the company to bill for the selected job. Also, the contract and change orders will not be auto updated from JCPM.
2. Pay Request is entered but no contract invoice is created for the application values for the month.
a. Check to be sure the customer and job are linked.
b. Check to be sure the month is not locked in AR
c. Select the Create Invoices from Pay Request option to create the invoice.
3. Billing Retainage Invoices
Retainage is billed by entering a new invoice with a $0 invoice amount and the retainage as a credit. In the example below, $45,000 of retainage is being released to bill.
4. How do I clear an invoice from the Aging Report to bad debt?
To clear an open invoice, enter a new invoice (current month) as a negative amount. The credit invoice amount will be charged to the Bad Debt account in lieu of the revenue account.
Then pay both the original and the credit invoice with a $0 receipt to remove from Aging and Open Items.
5. Using Filters
In the Browse Receipts example below, the right mouse button was used to bring up a filter selection box. The selection box includes sorting ascending (A to Z) or descending (Z to A). In this example, the Customer Name was sorted in Ascending order.
Other filtering options include “Equals, Does Not Equal”. Both filters pertain to the selection highlighted. In this case, Breckenridge Builders. If Equals is selected, customers that match Breckenridge Builders exactly will be displayed. Select the Does Not Equal to eliminate from view all customers matching Breckenridge Builders.
“Contains and Does Not Contain” will filter for data containing the selection. In this example, as long as Breckenridge Builders is contained in the customer name (perhaps Breckenridge Builders, Inc.), it will be displayed. In the case of Does Not Contain, anything containing Breckenridge Builders in the Customer field will be eliminated from view.
Additional filters are available in the Text Field
Equals/Does Not Equal – enter the info to select. The filter will suppress or display all entries with the exception of the info entered in the box.
Begins/Does Not Begin With – data beginning with the info entered will be filtered to either match or suppress entries
Contains/Does Not Contain – data that contains the info entered anywhere in the field will be filtered or suppressed
Ends With/Does Not End With - data ending with the info entered will be filtered to either match or suppress entries
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Print, Email, or Preview the invoice directly from the Add/Edit screen.
The drop down menu will display any headers entered on the MISC tab of the AR.
If none of the existing headers are appropriate, type a header for this statement.
The typed header will display on this statement only – will not add to the drop down list.
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