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Invoicing and Accounts Receivable Kristy Thompson 913-384-0880.

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Presentation on theme: "Invoicing and Accounts Receivable Kristy Thompson 913-384-0880."— Presentation transcript:

1 Invoicing and Accounts Receivable Kristy Thompson

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

3 Invoicing and Accounts Receivable 3 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 - Apex 5 New Features

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

5 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.

6 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.

7 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.

8 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.

9 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.

10 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.

11 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.

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

13 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.

14 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.

15 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.

16 Invoicing and Accounts Receivable 16 Credit/Rebill–Multiple Invoice Mode 1.The Journals for the Credit part of the process will be created. 2.The Invoice(s) for the Credit part of the process will be created. 3.The Invoice register for Credit Invoices will be created. 4.The Journals for the Rebill part of the process will be created. 5.The Invoice(s) for the Rebill part of the process will be created. 6.The Invoice register for Rebill Invoices will be created.

17 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.

18 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

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

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

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

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

23 Discounts are entered for each customer. Apex Office System 23 Discounts

24 Apex Office System 24 Discounts By Level

25 Apex Office System 25 Discounts By Qty Break

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

27 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 27 Post Payments

28 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 28 Post Payments

29 Apex Office System 29 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.

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

31 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 Multiple Adjustments

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

33 Apex Office System 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.

34 Apex Office System 34 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.

35 Apex Office System 35 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.

36 Apex Office System 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.

37 Apex Office System 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.

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

39 As with all tickets, invoices and payments, adjustments must be posted to be considered applied in the system. Apex Office System 39 Post Adjustments 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.

40 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 40 Post Adjustments

41 Apex Office System 41 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.

42 Apex Office System 42 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.

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

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

45 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.

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

47 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 47 Apply Open Items

48 Apex Office System 48 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.

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

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

51 Apex Office System 51 Late Charges

52 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.

53 Apex Office System 53 Late Charges 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.

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

55 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 55 Statements

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

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

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

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

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

61 Apex Office System 61 Close Period

62 Apex Office System 62 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. Close Period

63 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 63 Close Period

64 If you choose to close a period earlier than its 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 64 Close Period

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

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

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

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

69 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 69 Detail Aging Report

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

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

72 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 72 Imaging

73 Invoicing and Accounts Receivable 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!


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