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Invoicing and Accounts Receivable

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Presentation on theme: "Invoicing and Accounts Receivable"— Presentation transcript:

1 Invoicing and Accounts Receivable
Kristy Thompson

2 Statements & Late Charges Close Period Aging General Ledger Imaging
Session Objective Invoicing Credit/Rebill Payments & Discounts Adjustments Statements & Late Charges Close Period Aging General Ledger Imaging Invoicing and Accounts Receivable

3 Invoicing - Apex 5 New Features
New Features in Version 5 for Invoicing Option to enforce invoice date is in current accounting period Add option to suppress invoice printing for specific conditions – including Cash, Inter-Company, Intra-Company, Zero Priced Invoices Ability to reprint a group of invoices, based on user-selectable parameters Add configuration settings for minimum and maximum invoice numbers New invoice break options – including Description, Ship Address, Destination, FreightFOB, Freight Mode, Rail BOL Invoicing and Accounts Receivable

4 Statements & Late Charges Close Period Aging General Ledger Imaging
Session Objective Invoicing Credit/Rebill Payments & Discounts Adjustments Statements & Late Charges Close Period Aging General Ledger Imaging Invoicing and Accounts Receivable

5 Credit/Rebill–Multiple Invoice Mode
After posting invoices, if changes need to be made to one or more invoices, you will use the Credit/Rebill module to make those changes. Multiple Invoice Mode will allow changes to more than one invoice. Invoicing and Accounts Receivable

6 Credit/Rebill–Multiple Invoice Mode
Once you select the customer, the invoices for that customer will be displayed. Each invoice that shows as available can be modified with the Credit/Rebill process. Invoicing and Accounts Receivable

7 Credit/Rebill–Multiple Invoice Mode
Select which invoices you wish to modify, then click the Wizard icon to begin the process. Invoicing and Accounts Receivable

8 Credit/Rebill–Multiple Invoice Mode
Choose whether you are crediting the invoices only, or if you are crediting and rebilling the invoices with changes. Invoicing and Accounts Receivable

9 Credit/Rebill–Multiple Invoice Mode
You can choose different dates than the current date, if you desire. You can also have a different credit date than the rebill date if you desire. Click Next to proceed. Invoicing and Accounts Receivable

10 Credit/Rebill–Multiple Invoice Mode
Create additional descriptions to appear on your Credit/Rebill invoices if desired. Click Next to continue. Invoicing and Accounts Receivable

11 Credit/Rebill–Multiple Invoice Mode
Decide whether you want your invoices and journals printed to the printer or to the screen first. If you are printing to the printer, you can also select to pause printing in between invoices and journals, to change paper, if necessary. Click Next to continue. Invoicing and Accounts Receivable

12 Credit/Rebill–Multiple Invoice Mode
The Wizard will prepare the selected tickets for modification. Click Next to continue. Invoicing and Accounts Receivable

13 Credit/Rebill–Multiple Invoice Mode
The Multi-Ticket Changes program is displayed for editing rebill tickets. To change a detail, you will need to first mark the associated checkbox in order to activate the detail field. You may then select or enter the desired change information for that field. Invoicing and Accounts Receivable

14 Credit/Rebill–Multiple Invoice Mode
After pressing "Apply Changes", a summary of the results is displayed. Click Exit to continue the wizard. Invoicing and Accounts Receivable

15 Credit/Rebill–Multiple Invoice Mode
The Wizard will return, allowing you to go back previous step(s), return to Edit Tickets, print the Ticket Edit report, Cancel or Finish. Click Finish to complete. Invoicing and Accounts Receivable

16 Credit/Rebill–Multiple Invoice Mode
The Journals for the Credit part of the process will be created. The Invoice(s) for the Credit part of the process will be created. The Invoice register for Credit Invoices will be created. The Journals for the Rebill part of the process will be created. The Invoice(s) for the Rebill part of the process will be created. The Invoice register for Rebill Invoices will be created. Invoicing and Accounts Receivable

17 Credit/Rebill–Multiple Invoice Mode
The Wizard will show all tasks completed. Click Close to return to the original Credit/Rebill module window. Invoicing and Accounts Receivable

18 Credit/Rebill–Multiple Invoice Mode
New Features in Version 5 for Credit/Rebill Option to add Source of error (reason for performing Credit/Rebill) for reporting Option to process multiple Credit/Rebills and postpone posting to the end of the batch Option to Credit/Rebill multiple invoices in one process Invoicing and Accounts Receivable

19 Statements & Late Charges Close Period Aging General Ledger Imaging
Session Objective Invoicing Credit/Rebill Payments & Discounts Adjustments Statements & Late Charges Close Period Aging General Ledger Imaging Invoicing and Accounts Receivable

20 Payments & Discounts Payments and early payment discounts are entered and applied in the payments module. Apex Office System

21 Click the + sign to enter a new payment record.
Payments & Discounts Click the + sign to enter a new payment record. Fill out the top portion with the payment received information. Apex Office System

22 Remember to save the payment transaction before continuing.
Payments & Discounts Apply the payment (and discount, if available) using the bottom portion. Remember to save the payment transaction before continuing. Apex Office System

23 Discounts are entered for each customer.
Apex Office System

24 Discounts By Level Apex Office System

25 Discounts By Qty Break Apex Office System

26 Non-Configured Discounts
Additional discounts not previously configured can be applied at payment time, if desired. Apex Office System

27 Post Payments Payments and discounts must be posted before considered “applied” in the system. Payment posting journals can be directly printed, or previewed on the screen first. Apex Office System

28 Post Payments After clicking the lightening bolt, the system will confirm you wish to begin the Payment Posting process. The system will also display a completed message when successfully completed. Apex Office System

29 You can turn off all posting journals via System Configuration.
Post Payments You can turn off all posting journals via System Configuration. Or you can turn off specific journals in the Post Payments program. Under File>>Select Journals. Apex Office System

30 Statements & Late Charges Close Period Aging General Ledger Imaging
Session Objective Invoicing Credit/Rebill Payments & Discounts Adjustments Statements & Late Charges Close Period Aging General Ledger Imaging Invoicing and Accounts Receivable

31 Click on the wizard to create multiple adjustments.
The ability to do multiple adjustments is now available. You can also post adjustments by user. Click on the wizard to create multiple adjustments. Apex Office System 31 31

32 Click on the down arrow and choose a customer.
Multiple Adjustments Click on the down arrow and choose a customer. Choose invoice(s) to adjust. Click on Next. Apex Office System 32 32

33 Multiple Adjustments Choose the item(s) to credit on the left. Click on the down arrow and choose item from the invoice. Choose the item(s) to debit on the right. Click on the down arrow and choose item to debit. Click on Next. Apex Office System 33 33

34 Preview the adjustments to make sure they are correct. Click on Next.
Multiple Adjustments Preview the adjustments to make sure they are correct. Click on Next. The next screen is your confirmation that the adjustments have been created. This example is for group 1 since I am logged in as user 1.Next user who logs in and creates adjustments they will have their own group. This allows users to post their own adjustments instead of all adjustments. Click on Finish. Apex Office System 34 34

35 To edit the adjustments, go into the Adjustments screen.
Multiple Adjustments If you would like to do more adjustments you click on wizard and complete the process. Each different wizard process will show up on this screen as different groups. To edit the adjustments, go into the Adjustments screen. Apex Office System 35 35

36 Multiple Adjustments A screen will display if there are multiple adjustment groups. Choose which group of adjustments to edit. Or choose Create new group for ‘JWS APEX USER’ and the “regular” adjustments screen will be available to enter “regular” adjustments. Apex Office System 36 36

37 Multiple Adjustments If a specific group is chosen, the Adjustments screen will be filtered by that group and the adjustments in that group will be available for editing. Apex Office System 37 37

38 Adjustment Edit Report
The Adjustment Edit Report can be run to display those adjustments entered, but not yet posted, in the system. Apex Office System

39 Post Adjustments As with all tickets, invoices and payments, adjustments must be posted to be considered “applied” in the system. This is the Post Adjustments screen if there are not multiple adjustments to post. This is the Post Adjustments screen if there are multiple adjustments to post. Select which group to post. Apex Office System

40 A completion screen will be displayed when successfully completed.
Post Adjustments As with all tickets, invoices and payments, posting adjustments will produce posting journals to illustrate what accounts have been posted to. A completion screen will be displayed when successfully completed. Apex Office System

41 You can turn off all posting journals via System Configuration.
Post Adjustments You can turn off all posting journals via System Configuration. Or you can turn off specific journals in the Post Adjustments program. Under File>>Select Journals. Apex Office System

42 Select the customer and click the Wizard icon.
Apply Open Items Apply Open Items can be used to match currently unapplied credit and debits to another. Select the customer and click the Wizard icon. Apex Office System

43 Apply Open Items Select which open items are to be matched with which other open items, then click Next. Apex Office System

44 Verify the current selections are as desired and click Next.
Apply Open Items Verify the current selections are as desired and click Next. Apex Office System

45 Apply Open Items Choose a date for these transactions and type a description, if desired. Keep default G/L Accounts or update as necessary then click Next. Apex Office System

46 Click Finish to complete the Apply Open Items Wizard.
Apex Office System

47 A completion screen will be displayed when successfully completed.
Apply Open Items As with all tickets, invoices and payments, applying open items will produce posting journals to illustrate what accounts have been posted to. A completion screen will be displayed when successfully completed. Apex Office System

48 You can turn off all posting journals via System Configuration.
Apply Open Items You can turn off all posting journals via System Configuration. Or you can turn off specific journals in the Apply Open Items program. Under File>>Select Journals. Apex Office System

49 Adjustments New Features
New Features in Version 5 for Adjustments Ability to create Adjustments by group. Ability to Post Adjustments by group. Apex Office System

50 Statements & Late Charges Close Period Aging General Ledger Imaging
Session Objective Invoicing Credit/Rebill Payments & Discounts Adjustments Statements & Late Charges Close Period Aging General Ledger Imaging Invoicing and Accounts Receivable

51 Late Charges Apex Office System

52 Late Charges The amount or percentage the system will use for determining Late Charges is entered on the Terms tab in the customer record. Apex Office System

53 Late Charges are consider an Adjustment in Apex.
They can be viewed in the Adjustment module and through the Adjustment Edit Report. Late Charges can be applied at multiple time intervals (Monthly, Quarterly, Yearly). Late Charges are generated every time the Generate Late Charges process is run, regardless of the frequency. Late Charges must be posted (Post Adjustments) before they will appear on the customer statement. Apex Office System

54 Statements Statements are typically run once a month immediately following generating late charges. Apex Office System

55 Statements You can choose to filter which customers are processed during any statement creation cycle from the Advanced tab on the Statement screen. Apex Office System

56 Statements You can also filter which customers are to receive a statement on the Options tab in the customer record. Apex Office System

57 Statements To create Statements, click the lightening bolt icon (Print or Preview). Apex Office System

58 Click Yes at the confirmation window, if you wish to continue.
Statements Click Yes at the confirmation window, if you wish to continue. Apex Office System

59 Statements After previewing statements, (if using preview mode), you can choose to print now or not. Apex Office System

60 Statements & Late Charges Close Period Aging General Ledger Imaging
Session Objective Invoicing Credit/Rebill Payments & Discounts Adjustments Statements & Late Charges Close Period Aging General Ledger Imaging Invoicing and Accounts Receivable

61 Close Period Apex Office System

62 Closed periods can be re-opened if necessary.
Close Period All open (in-process) posting processes must be completed before executing the Close Period module. Statements for the current period should be generated prior to closing the period. Closed periods can be re-opened if necessary. Single items in a closed period can be re-opened, if necessary. Apex Office System

63 Close Period As with most other posting processes, you can choose to preview or automatically print the posting journals by clicking the appropriate icon. Apex Office System

64 Close Period If you choose to close a period earlier than it’s ending date, Apex will request a confirmation to this effect. (Not recommended) All transaction after the close will need to be on the next period, regardless of actual date. Apex Office System

65 Close Period When posting is completed, the journals will be displayed or printed and the system will show a confirmation window. Apex Office System

66 Statements & Late Charges Close Period Aging General Ledger Imaging
Session Objective Invoicing Credit/Rebill Payments & Discounts Adjustments Statements & Late Charges Close Period Aging General Ledger Imaging Invoicing and Accounts Receivable

67 There are 2 Aging reports you can view/print in Apex.
Summary Detailed Apex Office System

68 Summary Aging Report The Summary Aging Report shows one summary line for each customer containing totals for each column. Apex Office System

69 Detail Aging Report The Detail Aging Report shows one line for each open item for each customer. Every item that was open at the beginning of the period will appear on the Detail Aging Report. Apex Office System

70 Statements & Late Charges Close Period Aging General Ledger Imaging
Session Objective Invoicing Credit/Rebill Payments & Discounts Adjustments Statements & Late Charges Close Period Aging General Ledger Imaging Invoicing and Accounts Receivable

71 Specify in System Configuration, which items you wish to image.
Imaging Specify in System Configuration, which items you wish to image. Apex Office System

72 Imaging Most of the time, you can simply double-click the image and preview or print directly from your file explorer window. As for Tickets and Invoices, Apex will use an image, if it exists, to reprint from the Inquiry Screen. Apex Office System

73 Please Complete Your Evaluation
Be sure to circle the session you are evaluating on the back of your card Bulk Materials BLK-007 Apex 5 Invoicing & Accounts Receivable All breakout session materials can be accessed at: Thank You! Invoicing and Accounts Receivable


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