Enter Transactions


Most A/R Transactions are created by Order Entry Invoices and Credit Memos.  However, there are times when you need to make adjusts to a Customer's account that you don't want to affect Inventory or Sales History...use A/R Transactions for this.

  1. Enter Transactions (Accounts Receivable | Trx | Sales | Enter Trx)
    1. Page 1
      1. Batch ID - Normally initials or date
      2. Doc No.- The F5 key will automatically assign the next available document number.
      3. Doc Type
        1. Invoice - A transaction recording the sale made by your company to a customer. If an invoice is paid off immediately at the time of the sale, it does not become a receivable. If payment is deferred, then the invoice is classified as a receivable.  Normally Invoices are entered through Order Entry.
        2. Credit Memo - A transaction recording a credit that you are giving the customer (other than a payment), usually because some of the goods sold were found to be unsatisfactory upon receipt. Perhaps some of the goods were damaged or found not to be exactly what was ordered. In this case, you would give the customer credit against the amount of the original invoice by entering a credit memo. Normally, Credit memos are entered through Order Entry
        3. Debit Memo - A transaction recording an additional charge that you are adding to the customer’s account. For example, let us say that the price of the sale was negotiated with the customer based on a certain shipping method, which later on turned out not to be fast enough, so a faster (and more expensive) method of shipping was used. You could charge the customer for this additional expense by entering a debit memo, which will add to the amount the customer owes you for the sale.
        4. Finance Charge - An amount that the customer owes you because they have open items on their account that are too long overdue. The Calculate Finance Charges option automatically calculates the amount of finance charges that a customer owes, but if you want to manually enter finance charges, you can do so here.  Finance Charges are normally automatically created.
      4. Customer No. - Customer whose account you want the transaction to appear
      5. Document Date - Date you want this transaction to show in A/R and G/L
      6. Writeoff? - Check if you want this Credit Memo to automatically hit the G/L Writeoff account
      7. Sales Amount - Transaction Amount, will need to be distributed to the appropritate G/L Account on Page 2
      8. Misc Chrg - Miscelanous Charge, automatically distributed to the Miscelanous G/L Account
      9. Freight Chrg - Freight Charge, automatically distributed to the Freight G/L Account
    2. Page 2
      1. Account No. - G/L Account Number to distribute to
      2. Amount - Amount to distrubute to this G/L Account Number
      3. Once you have fully distrubuted the Transaction Amount and Amount Remaining is zero, hit Escape to Save