AR> Maintenance> Accounts
Account Maintenance in AR
Summary
Springbrook modules share a common Customer table. By using the same customer number and giving the customer various accounts, Cash Receipts can operate most efficiently. If you are using other modules that access the customer table (Utility Billing, Licenses and Permits, etc.), many of your Accounts Receivable customers will already be set up. However, you may have some customers that will not be in the Customer table because they do not have any accounts with your entity. Those customers can be set up in the Account Maintenance window.
Related Links
Click here for information on Customer Maintenance.
Click here for information on Lot Maintenance.
Click here for information on Billing Cycle Maintenance.
Click here for information on Comment Code Maintenance.
Click here for information on setting up a Recurring Invoice.
Click here for information on Alert Code Maintenance.
Click here for information on the CH Direct Debit process.
Step by Step
1 View the existing accounts.
2 Edit or create an account.
- The Account Maintenance window displays the AR account information associated with existing accounts. You can view specific account information by clicking on one of the displayed tabs.
- The General tab contains the general information associated with the account.
- The Account Number field will automatically populate with the next available AR account number when the new account is saved.
- Enter a Customer Number or click the field label to open the Customer Search window.
- Customers are created and maintained on the Customer Maintenance window (SS> Maintenance> Customer). Click here for information on Customer Maintenance.
- One customer can be attached to more than one account.
- The Customer Name field will automatically populate with the name associated with the customer number selected above.
- Enter a Lot Number or click the field label to associate a lot with the account.
- Lots are created and maintained on the Lot Maintenance window (SS> Maintenance> Lot). Click here for information on Lot Maintenance.
- The Tax Lot and Service Address fields will automatically populate with the details associated with the lot selected above.
- Enter a Billing Cycle or click the field label to select one from a list. This is a required field.
- Enter an optional Description for the account. This field can accommodate up to 64 characters.
- The Collections System, Account Balance, Outstanding Bills, Unapplied Credits and Outstanding Deposits fields will update with the account details as transactions are incurred.
- Check the Tax Exempt toggle if the organization attached to the account qualifies for tax exempt status.
3 Open the History tab.
- The History tab displays the committed and uncommitted transaction line items on the customer account.
- Uncommitted transactions will display in red and committed transactions will display in black. Committed transactions will also have a date in the Post Date column.
- The Post Date column displays the date that the transaction has been committed. This is the date the batch was committed, it is not necessarily the same as the date the transactions are posted to the general ledger or the transaction date.
- Click the Expand button next to a transaction to view the transaction line item detail.
- Select a transaction line item and the invoice information associated with that transaction will populate in the Invoice Details section.
- You can export the transactions that display in the window to a MS Excel spreadsheet by right clicking on the data in the tab and selecting Export to MS Excel Workbook. All transaction line items will display on the export, even line items that have not been expanded. This feature allows you to create a quick report of the history of a customer account.
- The History tab will not display any account history until the first transaction is attached to that account.
4 Complete the Comments tab.
- The Comments tab of the Account Maintenance window allows you to insert and store comments
about the selected account.
- Click the Create icon
to add a comment code to the account. This will open the Comment Code Selection window.- Highlight a comment code and click the Confirm icon
to attach the code to the account. - Enter a detailed comment in the Comment field. This is an optional field and can be up to 512 alphanumeric characters long.
- The Date Created field will default to today's date.
- You can use the Date Closed field to record when the issue was resolved.
- Comment codes are created and maintained in the Comment Code Maintenance window (AR> Maintenance> Comment Codes). Click here for information on Comment Code Maintenance.
5 Complete the Recurring Invoices tab.
6 Complete the Alert tab.
7 Complete the Miscellaneous tab.
- The Miscellaneous tab allows you to build your own tables of data if there is information you want to track. This information is optional and user-defined.
- Miscellaneous field labels are maintained on the Miscellaneous Field Label Maintenance window (SS> Utilities> Miscellaneous Field Labels). Click here for information on Miscellaneous Field Label Maintenance.
8 Complete the ACH Info tab.
- The ACH Info tab is used to record the Bank Account or Credit Card information of the customer associated with the selected account. This information will be used by the direct debit process in the Clearing House module. Click here for information on the CH Direct Debit process.
- This tab will only be active if the CH Interface toggle is checked on the AR Setup window.
- Enter either the bank account or the credit card information for the selected account. You cannot enter both.
- Enter the Account Number for the customer.
- Enter the Bank Code or click the field label to select a bank code from a list.
- Select the Account Type for the bank account.
- You must select either Checking or Savings. If you select None, the new account cannot be saved.
- Check the Clearing House Pre-Note toggle if you want to skip the Pre-Note batch process in
the Clearing House module. If this toggle is checked, the customer account will
not display in the Create Pre-Note batch window when you generate a pre-note
batch (CH> Direct Debit> Create Pre-Note batch).
- Click the Save icon
when complete.
Springbrook Software
® All Rights Reserved 2014
Toll Free Support 866-777-0069
to filter the displayed accounts.
or press DELETE to delete the selected account.
or press ENTER to edit the selected account.