Microsoft Dynamics GP Receivables Management

Microsoft Dynamics? GP

Receivables Management

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Publication date

May 2010

Contents

Introduction ................................................................................................................................................. 2

What's in this manual...................................................................................................................................2 Symbols and conventions ............................................................................................................................3 Resources available from the Help menu..................................................................................................3 Send us your documentation comments ...................................................................................................4

Part 1: Setup and cards ............................................................................................................. 6

Chapter 1: Receivables Management setup................................................................. 7

Before you set up Receivables Management.............................................................................................7 Setup routine overview................................................................................................................................7 Aging periods ................................................................................................................................................8 Passwords ......................................................................................................................................................8 Apply preferences.........................................................................................................................................9 Additional receivables options ...................................................................................................................9 Default entries .............................................................................................................................................12 E-mail statements........................................................................................................................................12 Setting up receivables preferences and default entries .........................................................................13 Receivables Management options ............................................................................................................14 Setting up Receivables Management options .........................................................................................15

Chapter 2: Sales territories and salespeople ........................................................... 17

Adding a sales territory card.....................................................................................................................17 Modifying or deleting a sales territory card ...........................................................................................19 Adding a salesperson card ........................................................................................................................19 Modifying a salesperson card ...................................................................................................................21 Deleting a salesperson card .......................................................................................................................21

Chapter 3: Customer classes .................................................................................................. 23

Open item and balance forward balances ...............................................................................................23 History options............................................................................................................................................24 Credit and transaction options..................................................................................................................24 Adding a customer class ............................................................................................................................25 Entering customer class Intrastat statistics .............................................................................................27 Setting up customer class default posting accounts ..............................................................................28

Chapter 4: Customer cards....................................................................................................... 31

Before you add customer cards.................................................................................................................31 Adding a customer card.............................................................................................................................31 Setting up customer default posting accounts .......................................................................................33 Entering customer address information..................................................................................................34 Entering customer Intrastat statistics.......................................................................................................36 Finance charge and credit limit options ..................................................................................................37 Setting up customer credit, payment, and history options ..................................................................37

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CONTENTS

Setting up e-mail options for a customer ................................................................................................39 Setting up e-mail options for a group of customers ..............................................................................40

Chapter 5: Customer maintenance ................................................................................... 43

Customer card statuses ..............................................................................................................................43 Placing or removing a customer hold ......................................................................................................43 Inactivating a customer card .....................................................................................................................44 Modifying or deleting a customer address .............................................................................................44 Modifying or deleting a customer card ...................................................................................................45 Modifying or deleting a customer class...................................................................................................46 Deleting a group of customer cards .........................................................................................................46

Chapter 6: Open item balances ............................................................................................ 49

Before you enter beginning open item balances.....................................................................................49 Changing the posting settings ..................................................................................................................49 Entering open item beginning balances ..................................................................................................50 Resetting the posting settings ..................................................................................................................52

Chapter 7: Balance forward balances............................................................................. 53

Before you enter beginning balance forward balances .........................................................................53 Balance forward beginning balances .......................................................................................................54 Changing the posting settings .................................................................................................................54 Entering balance forward transactions for noncurrent periods...........................................................54 Consolidating period balances .................................................................................................................55 Entering transactions for current periods ..............................................................................................56 Resetting the posting settings ..................................................................................................................57

Chapter 8: Customer history................................................................................................... 59

Entering customer summary information...............................................................................................59 Entering period summary history ............................................................................................................61 Entering finance charge summary history ..............................................................................................61 Entering credit summary history..............................................................................................................62

Chapter 9: National accounts ................................................................................................ 65

National accounts overview......................................................................................................................65 National accounts options .........................................................................................................................65 Adding a national account ........................................................................................................................66 Deleting a national account .......................................................................................................................67

Part 2: Transaction entry........................................................................................................ 70

Chapter 10: Multicurrency transactions ...................................................................... 71

Exchange rate and document date ...........................................................................................................71 Multicurrency account distributions........................................................................................................71

Chapter 11: Batches ....................................................................................................................... 73

Receivables batch approval workflow.....................................................................................................73 Creating a batch .........................................................................................................................................73

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RECEIVABLES MANAGEMENT

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Modifying a batch ......................................................................................................................................74 Deleting a batch ..........................................................................................................................................75

Chapter 12: Transaction entry .............................................................................................. 77

Document date versus posting date ........................................................................................................77 Transaction entry document printing options .......................................................................................77 Sending documents in e-mail from transaction entry ..........................................................................78 National accounts customer transactions ...............................................................................................78 Tax information printing options ............................................................................................................78 Entering a sales/invoice transaction .......................................................................................................79 Entering a debit memo ..............................................................................................................................80 Entering a finance charge .........................................................................................................................82 Entering a service/repair transaction .....................................................................................................83 Entering a warranty transaction ..............................................................................................................84 Entering a credit memo .............................................................................................................................85 Entering a return receipt ...........................................................................................................................87 Updating a customer's e-mail information for a receivables transaction ..........................................89 Entering Intrastat trade statistics .............................................................................................................90

Chapter 13: Scheduled payments ..................................................................................... 93

Scheduled payments overview ................................................................................................................93 Scheduled payments distributions...........................................................................................................94 Creating payment schedules ....................................................................................................................95 Viewing amortization schedules .............................................................................................................97 Posting Receivables scheduled payments...............................................................................................97 Deleting unposted payment schedules ...................................................................................................98 Editing posted payment schedules .........................................................................................................99 Voiding posted payment schedules ........................................................................................................99

Chapter 14: Taxes .......................................................................................................................... 101

How taxes are calculated ........................................................................................................................101 How to prevent taxes from being calculated .......................................................................................101 Distributing tax amounts to details .......................................................................................................101

Chapter 15: Transaction distributions ....................................................................... 103

Separate payment distributions .............................................................................................................103 Trade discount and sales distribution mergers ....................................................................................103 Modifying transaction distributions .....................................................................................................104 Unit account distributions ......................................................................................................................105

Chapter 16: Commissions....................................................................................................... 107

How commissions are calculated ...........................................................................................................107 Entering commission information..........................................................................................................107 Editing a commission amount ...............................................................................................................108 Splitting a commission amount ..............................................................................................................108

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