OpenPro Application Guide Accounts Receivables (AR)
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=====Chapter 2: Getting Started=====
====Introduction====
Before getting started, ensure that the Accounts Receivable software is installed on your computer. Refer to the OpenPro.com Installation and System Guide (ISG) to install the A/R package before proceeding.
Also, you may want to familiarize yourself with the main features of this package by reading the “Understanding Accounts Receivable” chapter in this manual.
====Your Accountant====
You should consult with your accountant before using OpenPro.com software. Your accountant should be familiar with your accounting software, and can advise you on converting from your existing A/R system.
====The Accounts Receivable Data Files====
Before you use the Accounts Receivable package, enter data file information about your Accounts Receivable system and how you want your transactions handled.
There are several different data files requiring information that you need to enter before you use the package. (All Accounts Receivable files have AR_ in the beginning) Here is a brief explanation of those files:
===Company File===
This file is used to record information about your company, such as your company name, address, etc.
File name sm_company
===Business Rules Setup A/R Control File===
This file contains certain control information that you must enter. This information defines the way you process information and do your accounting, and as a result controls some of the features of the OpenPro.com packages.
For example, one of the pieces of information in the A/R Control file determines how you calculate finance charges on past due accounts. Another piece of information tells the OpenPro.com packages whether or not you have sales representatives in your company. Since this information may affect other OpenPro.com packages, it is important that you enter it correctly.
===A/R Terms Codes File===
This file contains codes for the shipping methods you use to ship goods to your customers, the terms you use with them, and the sales taxes you must charge them. You create these codes. For example, you could choose the code UPS to mean ship via United Parcel Service, N30 to mean 2% 10, Net 30 days, and CAL. to stand for the sales tax you charge California customers.
File name SM_TERMS
===Sales Representatives File===
If your company does not use sales representatives, you do not need to enter any information into this file. Otherwise, this file contains the codes for your sales representatives.
File Name: SM_REPS
===Customer File===
This file contains the basic information about your customers, such as name, address, credit status, usual shipping method, terms, sales tax status, and yearto-date statistics.
File Name: AR_Customers
===A/R Open Item File===
In A/R, an open item is any sale, credit or debit memo, cash receipt, finance charge, or balance forward transaction on file for any customer. The A/R Open Item file is simply the collection of all open items for all customers. It is arranged by date of transaction for each customer.
File Name: AR_OPENITEMS AR_OPENDETAIL
===Selecting your Statement Format===
Accounts Receivable supports customized statement formats. For detailed information on how to use these, see the individual statement chapters.
===Setting up A/R===
Perform these steps to start using OpenPro.com Accounts Receivable:
* Study the Installation and System Guide, especially the section “Getting Around in OpenPro.com”.
* Start A/R according to the instructions in the next chapter, “Using Accounts Receivable”.
* The Company file is set up for you as part of the installation procedure. Use Company Information to modify the Company file as is appropriate for your company. Refer to the “Company Information” chapter in the Business Rules.
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* Enter your cash accounts in G/L Cash accounts.
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* Create customer Class.
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* Enter information about the bank account for each cash account entered above, using Bank Accounts. This information includes the bank name, the bank account number, and the starting deposit number. This information will be printed on your deposit slips (refer to the “Cash History” chapter).
* Enter A/R business rules, using “Rules setup, Business Rules”. The information in the A/R Control file controls how A/R is used by your company. For instance, your next invoice number, user defined fields for customer if they are required, etc. (refer to the “Business Rules” chapter).
* If you use shipping codes or ship-via information in your business, enter shipvia codes, using Ship-Via. (A ship-via code is used to specify the shipping method for your customer’s order.) Refer to the “Rules setup, maintenance” for additional information.
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* Enter the payment terms you use with your customers, using Terms. You must enter at least one terms code, since you must enter payment terms for each customer in Customers (refer to the “Terms” chapter) This is part of setup.
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* Enter tax codes, using Tax Codes. A tax code is used to assign the proper tax percentages to sales. You must enter at least one tax code, since you must select a tax code for each customer in Customers. If no sales tax applies to your business, enter a code that has zeros for all percents (refer to the “Tax Codes” chapter).
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* Entering your customers, using Receivables, and find Customers (refer to the “Customers” chapter).
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* Handle your outstanding Accounts Receivable items as follows: (Refer to the as part of the “Import Assist” chapter).
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a. Determine the date on which you will start processing A/R items through OpenPro.com A/R. This is the cut-off date for existing A/R activity.
Load your existing open items directly into the A/R Open Item file of OpenPro.com A/R, using A/R Open Items under the “Assist Import” menu. For open item customers, enter items separately to obtain the proper aging and discount calculations. These entries do not create any G/L transactions. They only create open items in the A/R Open Item file.
b. Setting up the customer balances is done automatically based upon AR Open Items.
This totals all open items (invoices, credit/debit memos, payments, finance charges, and balance forward amounts) in the A/R Open Item file and sets the posted and unposted account balances in the Customer file.
If no Open Items exist in the A/R Open Item file for a customer, the account balance is set to zero. Begin using the OpenPro.com A/R package on a regular basis, entering all items dated later than the cut-off date. From this point on, make all sales entries through this package, unless you are using O/E.
====Regular Use====
When start-up is complete, you will be ready to use this package on a regular basis. We have a detailed document for this called OpenPro_AR_Operations_Checkoff.pdf. A daily checklist is in the Guide to Daily Operations. The remaining chapters show you how to:
* Enter:
* Miscellaneous AR+ charges transactions, including sales, debit and credit memos, and finance charges
* Invoice transactions
* Templates or Recurring bills
* Standard bills
* Cash receipts
* Sales and Contract prices
* Change an apply-to number or a due date
* Inquire into a customer’s account
* Print:
* Invoices
* A/R Aging Report
* Collections Report
* Cash Projection Report
* Customer statements
* Commissions Due Report
* Distributions to G/L Report
* Maintain bank accounts
* Prepare deposits
* Print deposit slips
* Print the cash history report or the deposit summary
* View customer history or print a report
====OpenPro.com support====
You are now ready to continue. Build the data files per the above instructions, then begin using OpenPro.com A/R to process your work.
If you have problems with this software package, contact your dealer or authorized consultant. Or go to www.openpro.com and you can chat with a support operator. For the name and location of an OpenPro.com dealer or an authorized consultant near you, contact OpenPro.com at 1-714-378-4600, or email supportop@openpro.com
If you wish to receive support directly from OpenPro.com, please call our End User Support Department at 1-714-378-4600. Or, when you are in OpenPro, you can select “support” on the top right side and have live support chat sessions. When you call this number, you will be billed for support on a per-minute basis. Before the billing starts, you will be informed of the current rates, and you will be given the opportunity to disconnect before you incur any charges.
====Training====
You may go to your own dealer for training; however, if your dealer does not offer training, Authorized Technology Centers are available. Call OpenPro.com at (714) 378-4600 for the name of the Authorized Technology Center closest to you. Or go to www.openpro.com for more details.
====Basic Process Flow====
This section shows you the overall OpenPro system data flow and integration between systems.
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