Infinite Visions Enterprise Edition (IVEE) Accounts Receivable...the Accounts Receivable system such...

Notes Legend

NOTE TIP BEST PRACTICE WARNING

Infinite Visions Enterprise Edition (IVEE)

Accounts Receivable Student Guide

COURSE PREREQUISITES

• None

COURSE OVERVIEW This course covers the following topics:

• Customer Configuration

• Creating, Printing, and Posting Invoices

• Payment Processing

• AR Reporting

Copyright ©2018

Tyler Technologies, Inc.

Revised: August 2018

This document applies to Infinite Visions Enterprise Edition Accounting version 2016.3 software. The data used to illustrate the reports and windows may include names of individuals, companies, brands, and products. These names are fictitious; any similarities to actual names are entirely coincidental. Further, any illustrations of report formats or window images are examples only and reflect how a typical customer would install and use the product.

Infinite Visions Enterprise Edition is a registered trademark of Tyler Technologies, Inc.

ACCOUNTS RECEIVABLE iii TABLE OF CONTENTS

Table of Contents CONFIGURATION ................................................................................................................................................... 1

DEFAULT SETTINGS ................................................................................................................................................................. 1

Overview ......................................................................................................................................................................................... 1

Review Accounts Receivable Default Settings ................................................................................................................................ 1

CUSTOMER CATEGORIES ........................................................................................................................................................ 2

Overview ......................................................................................................................................................................................... 2

Add Customer Categories ............................................................................................................................................................... 2

PRODUCTS ............................................................................................................................................................................. 3

Add New Products .......................................................................................................................................................................... 3

SECTION SUMMARY ............................................................................................................................................................... 4

SECTION ASSESSMENT ............................................................................................................................................................ 5

CUSTOMERS .......................................................................................................................................................... 7

CUSTOMER MAINTENANCE .................................................................................................................................................... 7

Overview .......................................................................................................................................... Error! Bookmark not defined.

Activity Overview ............................................................................................................................................................................ 8

Add Customer ................................................................................................................................................................................. 8

CUSTOMER CATEGORY ASSIGNMENT ..................................................................................................................................... 9

Overview ......................................................................................................................................................................................... 9

Assign Customer Category ............................................................................................................................................................ 10

CUSTOMER CREDITS ............................................................................................................................................................. 10

Overview ....................................................................................................................................................................................... 10

REPORTS .............................................................................................................................................................................. 10

SECTION ASSESSMENT .......................................................................................................................................................... 12

INVOICES ............................................................................................................................................................. 13

CONTROL PANEL .................................................................................................................................................................. 13


Create Invoices ............................................................................................................................................................................. 14

PRINT INVOICES ................................................................................................................................................................... 18

Overview ....................................................................................................................................................................................... 18

ACCOUNTS RECEIVABLE iv TABLE OF CONTENTS

POST INVOICES ..................................................................................................................................................................... 18

Overview ....................................................................................................................................................................................... 18

Post Invoices ................................................................................................................................................................................. 19

RECURRING INVOICES .......................................................................................................................................................... 20

Overview ....................................................................................................................................................................................... 20

Generate Recurring Invoice .......................................................................................................................................................... 20

FINANCE CHARGES ............................................................................................................................................................... 21

Overview ....................................................................................................................................................................................... 21

Generate Recurring Invoice .......................................................................................................................................................... 21

REPORTS .............................................................................................................................................................................. 22


PAYMENTS .......................................................................................................................................................... 25

PAYMENT PROCESSING ........................................................................................................................................................ 25


Process Payments ......................................................................................................................................................................... 27

PAYMENT BY CUSTOMER ..................................................................................................................................................... 27

Overview ....................................................................................................................................................................................... 27

DEPOSIT PROCESSING ........................................................................................................................................................... 28

Overview ....................................................................................................................................................................................... 28

Process Deposits ........................................................................................................................................................................... 29

REPORTS .............................................................................................................................................................................. 29

SECTION SUMMARY ............................................................................................................................................................. 29


ACCOUNTS RECEIVABLE 1 CONFIGURATION

Configuration Introduction This section covers how to configure the Accounts Receivable Default Settings, add Customer Categories and Products used in the AR module.

DEFAULT SETTINGS Receivables > Configuration > Accounts Receivable Default Settings

Overview The Accounts Receivable Default Settings menu item is used to set up defaults for the Accounts Receivable system such as starting invoice number, default project, tax and freight percentages, finance charge settings, account offsets, and contact information.

Review Accounts Receivable Default Settings

Accounts Receivable Default Settings window

Section Topics

• Default Settings

• Customer Categories

• Products


ACCOUNTS RECEIVABLE DEFAULT SETTINGS

Project is a required field on invoices. This field is used on the Generate Fees and Apply Credits window in Receivables > Reports > Student Billing. Projects are defined in Purchasing & Payables > Configuration > Projects.

Mark the Compound Charges checkbox to include any previous unpaid finance charges in new calculations.

In the Note field, enter a note to print on all new receivable invoices.

Acccounts Receivable Offsets are defined in General Ledger > Configuration > Account Offsets.

Mark the Suppress Printing of Invoice Header checkbox if the district address is not to print at the top of invoices (e.g., If AR invoices are printed on a required pre-printed invoice displaying the district address.)

Mark the Suppress Deposit Processing Reports checkbox to keep the deposit and journal entry reports from displaying in the report viewer when a batch is posted or saved and posted.

CUSTOMER CATEGORIES Receivables > Configuration > Customer Categories

Overview The Customer Categories menu item is used to add the categories for customer services. The Customer Categories can be used as filter criteria when creating Activity Statements and Aging Reports.

Add Customer Categories Right-click in the Customer Categories grid and select Add. The Add

Customer Categories window displays. Add the following categories (Click OK after entering each of the first 2

categories):

FIELD NAME VALUE

Category Music Instrument Rental

Tax Credit Donation

Year Book Fees

After entering the last category, mark the Close this dialog after update? checkbox.

Click OK.


PRODUCTS Receivables > Configuration > Products

The Products menu item is used to create a list of products or services to use when creating invoices. Generally, only products with a set price are defined.

Add New Products Right-click in the Products grid and select Add. The Add Products window

displays.

Add the following product:

FIELD NAME VALUE

Description Year Book Fees

Product Number Fees

Quantity 1

Unit EA

Unit Price $75.00

Account 001.00.000.4140

Receivables Offset Override

Taxable No

School No

Grade No

Click OK.

Add the following product:

FIELD NAME VALUE

Description After School Phys. Ed

Product Number ASP3


FIELD NAME VALUE

Quantity 1

Unit EA

Unit Price $60.00

Account 001.00.000.4140

Receivables Offset Override

Taxable No

School No

Grade No

Mark the Close this dialog after update? checkbox.

Click OK.

SECTION SUMMARY In this section, we determined Accounts Receivable Default Settings and added Customer Categories and Products.

In the next section, we learn to work with customers.


SECTION ASSESSMENT

1. What 2 Accounts Receivable reports can be grouped by customer category?

2. A default Project is required.

a. True

b. False

3. How can a user stop a project from showing in Accounts Receivable?


ACCOUNTS RECEIVABLE 7 CUSTOMERS

Customers Introduction Customers are any person(s) or entities sent invoices. Customers can be assigned to the categories defined in Accounts Receivable > Configuration > Customer Categories and a list of contacts can be created for a customer.

CUSTOMER MAINTENANCE Receivables > Customers > Customer Maintenance

The Customer Maintenance menu item is used to create and maintain a list of customers used to interface with Power School (if applicable) for AR Student Invoices.

From the grid, add, edit, and delete records as needed. To view all customers in the grid, click Apply Selection. To limit the number of records to display in the grid, select Filter Criteria as applicable and click Apply Selection.

Customer Maintenance Filter Criteria

FILTER CRITERIA DESCRIPTION

Customer Name From the dropdown, select the applicable name. Only records for the selected customer display in the grid.

Customer Contact From the dropdown, select the applicable name. Only records with the selected contact display in the grid.

School From the dropdown, select the applicable school. Only records with the selected school populated in the School field on the Student Fees tab display in the grid.

Grade From the dropdown, select the applicable grade. Only records with the selected grade populated in the Grade field on the Student Fees tab display in the grid.

Primary Category

From the dropdown, select the applicable category. Only records with the selected category populated in the Primary Category field on the Customer Information tab display in the grid.

Section Topics

• Customer Maintenance

• Customer Category Assignment

• Customer Credits

• Customer Reports


From the Actions menu, the following commands are available:

COMMAND DESCRIPTION

Import Customers from Power School

Select this command to import student data from a .txt file generated by Power School. During the import process, contacts are updated as needed and the Direct Posting checkbox is automatically marked for each record. A message displays if the system encounters an error during import identifying the issue and location in the file.

Mass Update Customers Select this command to mass update the records in the grid. Field available for mass update is Waive %.

Manage Documents

Select this command to view, add, and delete documents for the selected record. NOTE TCM users, the Tyler Content Manager window displays.

Activity Overview In the following activity, add yourself as a customer.

Add Customer Click Add on the tool bar or right-click in the Customers grid and select Add.

The Add Customer window displays.

Add Customer window


On the Customer Information tab, enter the information for yourself. From the Primary Category dropdown, select a category and mark the Apply Finance Charge checkbox.

Right-click in the Contacts grid and select Add. The Add Customer Contacts window displays. Enter the information for yourself.

Click OK. Add an additional contact.


Click OK to return to the Add Customer window.

Click OK.

CUSTOMER MAINTENANCE

Inactivating a customer keeps them from displaying in invoice and payment dropdowns.

Mark the Finance Charge checkbox to indicate if a customer is subjected to finance charges for invoices not paid on time.

The contact designated as the main contact displays as the customer contact when adding invoices and displays on the Attention line of the Customer Activity Statement.

If a customer does not have a contact or one designated as the main contact, the system automatically adds a contact (Accounts Payable) and it is used as the default.

If using a FAX server, the email address must contain at least 10 digits followed by .locat extension.

The Student Fees tab is used review/enter information used in generating student fees. If waiver information is entered, a message dispalys in Receivables > Payments > Payments by Customer as applicable for the student.

CUSTOMER CATEGORY ASSIGNMENT Receivables > Customers > Customer Category Assignment

Overview The Customer Category Assignment menu item is used to assign a category to a customer.

A customer can be assigned to multiple categories, however, only 1 can be marked as Primary.


Assign Customer Category Right-click in the Category Assignment grid and select Add. The Add

Customer Category Assignment window displays.

From the Customer dropdown, select April Shours.

From the Category dropdown, select Building Rental.

Do not mark the Primary checkbox.


Click OK.

CUSTOMER CREDITS Receivables > Customers > Customer Credits

Overview When a customer makes an overpayment, create a payment record in Receivables > Payments > Payment By Customer and enter it as an overpayment credit. The Customer Credits menu item is used to review overpayments and credits applied to invoices for all customers or for only the individual selected from the Customer dropdown.

From the Actions menu, the following command is available:

COMMAND DESCRIPTION

Refund Credit Select this command to refund the selected customer credit.

REPORTS Receivables > Reports

REPORT DESCRIPTION

Account Activity Statement

Select this report to display account activity for a selected customer or for all customers. Customers in the dropdown are restricted to DAC unless the user is an AR Central Site user.


SECTION SUMMARY In this section, we learned how to add customers, assign categories and work with customer credits.

In the next section, we learn to work with the control panel, print and post invoices, and work with recurring invoices.


SECTION ASSESSMENT

1. A customer can have more than 1 Primary Category?

a. True

b. False

2. Inactivating a customer removes them from Accounts Receivable reports?

a. True

b. False

3. Customer credits can be applied to future invoices?

a. True

b. False

ACCOUNTS RECEIVABLE 13 INVOICES

Invoices Introduction Beneath the Invoices menu item, a user can create, print, and post invoices. In addition, set up for finance charges and importing from Excel can be done.

CONTROL PANEL Receivables > Invoices > Control Panel

The Control Panel grid displays all invoices and their status. From the grid, add, edit, and delete records as needed. To limit the number of records to display in the grid, select Filter Criteria as applicable, and click Apply Selection.

Invoice Control Panel Filter Criteria


Customer From the dropdown, select the applicable customer. Only records for the selected customer display.

Invoice Number From the dropdown, select the applicable invoice. Only the selected invoice displays in the grid.

DAC From the dropdown, select the applicable DAC. Only invoices for the selected DAC display in the grid.

View

From the dropdown, select the applicable option (Open Invoices, Closed Invoices, Printed Invoices, Not Printed Invoices, Posted Invoices, Not Posted Invoices). Only records matching the selected option display in the grid.

Show Paid Column Mark the checkbox to display the Paid column in the Control Panel grid. The column displays the total amount paid on the invoice.

Show Account Detail Mark the checkbox to show all detail lines for invoice(s) displayed in the grid.

Section Topics

• Control Panel

• Print Invoices

• Post Invoices

• Recurring Invoices

• Finance Charges

• Reports



COMMAND DESCRIPTION

Revise Invoice

Select this command to revise open posted invoices. NOTE When adding or deleting line items the system posts using the system date. If a detail line is edited, users are prompted to enter a posting date (required).

Close Invoice Select this command to close open posted/unposted invoices. Close only 1 invoice at a time.

Open Invoice Select this command to open a previously closed invoice. The system generates a journal entry for the remaining invoice amount.

Copy Invoice

Select this command to make a copy of the selected invoice. NOTE This command does not copy a credit line (if applicable). Credits must be applied manually.

Show Invoice History Select this command to display each revision for the selected invoice.

Print Preview Select this command to display or print invoices.

Manage Documents

Select this command to view, add, and delete documents for the selected invoice. NOTE TCM users, the Tyler Content Manager window displays.

From the Add/Edit Invoice window, the following commands are available from the Actions menu:

COMMAND DESCRIPTION

Apply Credit Select this command to apply all or a portion of the invoice credit to an invoice line.

Insert Products Select this command to add products to the invoice.

Create Invoices Add the following invoices:


Invoice Processing Instructions:

Click Add on the tool bar or right-click in the Control Panel and select Add. The Add Invoice window displays. From the Customer dropdown, select Boys and Girls Club. From the Project dropdown, select None. From the DAC dropdown, select Business Finance and Services. From the Actions menu, select Insert Products. The Add Insert Products window displays. Mark the Process checkbox for Auditorium Rental. Click OK. Choose the Notes tab. Type “Please remit payment within 30 days to avoid a 15% finance charge.”

Capital City School District #1 PO Box 1234 Capital City, IV 85000-1234

Boys and Girls Club Customer PO Number: 150 Grant Parkway Date: Default Northville, IV 85321 (700)163-5746

Qty Description Product Number Unit Price Amount

1 Auditorium Rental (Full Day) on 9/13/20xx

001.00.000.4140

R100 $800.00 $800.00

Notes: Please remit payment within 30 days to avoid a 15% finance charge.

Subtotal

Sales Tax

Shipping & Handling

Total

$800.00

$0.00

$0.00

$800.00



Click Add on the tool bar or right-click in the Control Panel and select Add. The Add Invoice window displays. From the Customer dropdown, select Knights of Columbus (Eastville). From the Project dropdown, select None. From the DAC dropdown, select Business Finance and Services. From the Actions menu, select Insert Products. The Add Insert Products window displays. Mark the Process checkbox for Auditorium Rental. Click OK. Choose the Notes tab. Type “Please remit payment within 30 days to avoid a 15% finance charge.”


Knights of Columbus (Eastville) PO Number: 23525 509 South J Street Date: Default Eastville, IV 86984 (700)163-5746 Contact: Chris Columbus


1 Auditorium Rental, 1 Day, 7/20

001.00.000.4140

$150.00 $150.00

1 Finance Charge 22.50 22.50

Notes: Please note your account is past due. To avoid further finance charges, please remit the total amount due by the specified date.

Subtotal

Sales Tax

Shipping & Handling

Total

$172.50

$0.00

$0.00

$172.50



Click Add on the tool bar or right-click in the Control Panel and select Add. The Add Invoice window displays. From the Customer dropdown, select April Shours. From the Project dropdown, select None. From the DAC dropdown, select Business Finance and Services. Manually add detail line. Apply existing credit for $34.56


Boys and Girls Club Customer PO Number: 150 S. Grant Parkway Date: Default Northville, IV 85321 (700)163-5746


1 Bookstore – Replace Textbooks due to water damage.

001.00.000.4140

$325.00 $325.00

Notes: Please remit payment within 30 days to avoid a 15% finance charge.

Subtotal

Sales Tax

Shipping & Handling

Total

$325.00

$0.00

$0.00

$290.44


PRINT INVOICES Receivables > Invoices > Print Invoices

Overview The Print Invoices menu item is used to print invoices using selected print options.


COMMAND DESCRIPTION

Select All Select this command to mark all invoices for printing.

Deselect All Select this command to clear all selected invoices.

Save Settings Select this command to save the copy and option settings as the defaults for future printing.

PRINT INVOICES

The system does not automatically save the option settings included for emailing the original copy. The settings need to be specified each time invoices are printed.

If the DAC is not an Accounts Receivable Site, the invoices in the grid are restricted to DAC.

The Invoice Note field can be used to mass assign a note to print on the selected invoices. The note prints on the top of the invoice to the right of the Bill To information.

Each new invoice prints the information entered in the Notes field in Receivables > Configuration > Accounts Receivable Default Settings on the invoice.

POST INVOICES Receivables > Invoices > Post Invoices

Overview The Post Invoices menu item is used to select invoices (including zero balance invoices) for posting. When an invoice is posted, the system displays a Journal Entry report in the Report Viewer. The journal entry credits the detail line accounts and tax/freight account offsets (if used) and debits the Receivables offset.



COMMAND DESCRIPTION

Select All Select this command to mark the Process checkbox for all invoices in the grid.

Deselect All Select this command to clear all selected invoices.

View Invoice

Select this command to view and print the detail records for 1 or more invoices. NOTE Changes cannot be made to record detail while in View mode.

Post Invoices Select this command to post the selected invoice(s) to the General Ledger.

Post Invoices Mark the Process checkbox for the 3 invoices entered earlier.

From the Actions menu, select Post Invoices. The Invoice Posting window displays.

Invoice Posting window

In the Date field, enter the posting date (default is the current date).

In the Memo field, enter a brief note.

Click OK. The Journal Entry displays in the Report Viewer. Review the entry and then close the viewer.


RECURRING INVOICES Receivables > Invoices > Recurring Invoices

Overview The Recurring Invoices menu item is used to set up existing customer invoices to send out on a recurring (month, quarter, year, etc.) basis.

From the Actions menu, the following command is available:

COMMAND DESCRIPTION

Generate Invoices Select this command to generate recurring invoices.

Generate Recurring Invoice Click Add on the tool bar or right-click in the Recurring Invoices grid and

select Add. The Add Recurring Invoices window displays.

Add Recurring Invoice window

From the Invoice Number dropdown, select Boys and Girls Club (current date).

From the Frequency dropdown, select Monthly. Options are Monthly, Quarterly, Annual.

In the Next Invoice Date field, enter the date for the next invoice. Verify the date displays 30 days from today’s date.

The Next Invoice Date field defaults to the invoice date. Once a frequency is selected, the system calculates a new invoice date. Change as needed.



Click OK.

From the Actions menu, select Generate Invoices. The Generate Invoices window displays

In the As of Date field, verify the date is 30 days from today’s date (system default).

The system generate a recurring invoices with a Next Invoice Date on or prior to the entered As of Date.

Click OK.

Click OK to acknowledge message. To view the created Boys and Girls Club invoice, go to Receivables > Invoices > Control Panel.

FINANCE CHARGES Receivables > Invoices > Finance Charges

Overview The Finance Charges menu item is used to create new finance charge invoices. A finance charge can be created after the original invoice is posted. The finance charge invoice should also be posted. The system uses the percentage entered in the field in Receivables > Configuration > Accounts Receivable Default Settings in calculating the amount of the finance charge. If the system is set to compound these charges, the system looks at open invoice balances as well as any prior unpaid finance charges in calculating new finance charges.

Finance Charge invoices can be generated multiple times for a given date. However, if the process needs to be rerun for a given date, delete any previously generated finance charge invoices in Receivables > Invoices > Control Panel.

Generate Recurring Invoice In the As of Date field, enter 11/30/20xx.

Click OK to generate records.

Click OK to acknowledge message.

Review the invoices in the Control Panel window.



REPORT DESCRIPTION

Aging Reports

Select this report to generate a point-in-time report. The report displays the aging of open invoices. The system looks at the invoice Close Date relative to the As of Date.

All Invoice Summary by Account Code

Select this report to display all invoices by account code. The report includes invoice number, date, customer, and amount. The report displays subtotals by customer.

Open Invoice Summary by Project

Select this report to display open invoices by customer for each project. The report includes customer name, invoice number(s), date, amount, and totals.

Open Invoice Summary by Account Code

Select this report to display open invoices by account code. The report includes invoice number(s), date, amount, and totals.

Open Invoice by Customer Select this report to display a report for each customer. The reports include invoice number, date, description, and line detail.

Open Invoice by Received From

Select this report to generate a listing of payment detail for each open invoice for the selected payer from the Received From dropdown. Only options entered in the Received From field in Receivables > Payments > Payment Processing display.

SECTION SUMMARY In this section, we learned how to add, edit, delete, and print and post invoices.

In the next section, we learn how to process payments.


SECTION ASSESSMENT

1. Which of the following is not a valid frequency?

a. Monthly

b. Quarterly

c. Semi-Annual

d. Annual

2. A Product Number is required when adding an invoice.

a. True

b. False

3. Recurring invoices roll from fiscal year to fiscal year.

a. True

b. False


\\

ACCOUNTS RECEIVABLE 25 PAYMENTS

Payments Introduction Payments are added, edited, and viewed via Payment Processing payment records. Payments can be entered against open invoices or without an invoice.

Review existing deposits and enter new deposits from Deposit Processing.

PAYMENT PROCESSING Receivables > Payments > Payment Processing

To view all payment records, click Apply Selection. To limit the records to display in the grid, select Filter Criteria as applicable and click Apply Selection.

Payment Processing Filter Criteria


Group ID From the dropdown, select the applicable group.

User ID From the dropdown, select the applicable User ID. Only payments processed by the selected user display in the grid.

Payment Date From From the dropdown, select the applicable date. Only payments processed on/after the date (beginning) entered display in the grid.

Payment Date To From the dropdown, select the applicable date. Only payments processed on/between the Payment Date From date and Payment Date To (end) date display in the grid.

Show Voided Payments Mark the checkbox to display payments with a status of Void.

Show Account Detail

Mark the checkbox to add the following account detail columns to the grid: Account, Account Description, Grant Project, Qty (Qty Received), Ordered (Qty Ordered), Unit Price, Extended Price (Qty Recvd * Unit Price), Tax (Sales Tax), Freight, and Product Number.

Section Topics

• Payment Processing

• Payment by Customer

• Deposit Processing

• Payment Reports


The status of an invoice depends on where it is in the payment process. An invoice status can be:

STATUS DESCRIPTION

Ready to Deposit Payment is entered but not selected on a deposit.

On a Deposit Payment is included on a deposit, but deposit is not posted.

Suspended

Payment is not on a deposit and is suspended. NOTE Payments with a suspended status can be edited or voided.

Posted to G/L Payment invoice is posted (Payments > Invoices > Post Invoices).


COMMAND DESCRIPTION

Suspend

Select this command to suspend a payment record. Suspending a payment record enables changes to be saved and to complete payment processing. NOTE Only payments with a status of Ready to Deposit can be suspended. The system does not allow users to suspend payments against closed invoices. If a suspended invoice is edited but a new detail line is not added, the receipt number remains the same. If a new detail line is added, a new receipt number is generated.

Print Receipt Select this command to display or print receipts from the Payment Processing grid. The system generates the selected receipt and displays it in the Report Viewer.

Void Select this command to void a selected payment with a suspended status.

From the Actions menu in the Add/Edit Payment window, the following commands are available:

COMMAND DESCRIPTION

Calculator Select this command to display the Windows calculator.

Zero Quantity Select this command to zero out the Quantity field for all detail lines.

Zero Price Select this command to zero out the price for all detail line items.

Zero Tax Select this command to change the tax amount for all detail line items to zero.


COMMAND DESCRIPTION

Zero Freight Select this command to change the freight amount for all detail line items to zero.

Remove Paid Items Select this command to remove line items already invoiced.

Distribute Freight Select this command to distribute the entered freight amount among all invoice detail lines.

Distribute Tax Select this command to distribute the entered tax amount among all invoice detail lines.

Accept Detail Amount Select this command to make the invoice amounts the same as the detail line amounts.

Apply Payment Select this command to post the entered payment amount and to create an invoice.

Process Payments From the Payment Processing window, process payments for the 3 invoices entered and posted earlier. For this activity, the items to pay and what values to enter in the Add Payment window are provided by the instructor.

PAYMENT BY CUSTOMER Receivables > Payments > Payment By Customer

Overview The Payment By Customer menu items is used to add/edit a full or partial payment record for payments made by the customer.

COMMAND DESCRIPTION

Calculator Select this command to display the Windows calculator.

Zero Quantity Select this command to zero out the Quantity field for all detail lines.

Zero Price Select this command to zero out the price for all detail line items.

Remove Paid Items Select this command to remove line items already invoiced.

Accept Detail Amount

Select this command to make the invoice amounts the same as the detail line amounts.

Apply Credit Select this command to view all customer invoice credits and to mark the Selected checkbox for credits to apply to student/customer payment.


COMMAND DESCRIPTION

Apply Payment Select this command to post the entered payment amount and to create an invoice.

Products Select this command to open Receivables > Configuration > Products.

Student Account Statement

Select this command to generate a statement for an individual school/student. If a selection is not made, the statement includes all schools/students. The statement can be printed for active customers/students only. The statement includes invoice number, date, reference, status, charge, credit, and balance due. NOTE This command is for use with Student Fees only.

Apply Waiver Based on %

Select this command to waive the student fee based on percentage entered in the Waive % field in Receivables > Customers > Customer Maintenance > Student Fees tab. If a fee is waived, the system displays a Customer has Waiver message (includes type of waiver) beneath Customer Information. NOTE This command is for use with Student Fees only.

Generate Fees

Select this command to generate fees for additional products added to the grid with the Selected checkbox marked. Items display on the Student Charges grid in Receivables > Invoices > Student Charges. NOTE This command is for use with Student Fees only.

DEPOSIT PROCESSING Receivables > Payments > Deposit Processing

Overview

An uposted deposit displays as pending.


COMMAND DESCRIPTION

Post

Select this command to complete the final step in the Receivable process of posting a batch to the General Ledger. Once posting is complete, the batch status updates to Posted to G/L and Deposit Number is updated.

Un-Post Select this command to unpost a deposit. The process of unposting a deposit batch also produces a deposit void record in Deposit Manager.


COMMAND DESCRIPTION

Manage Documents

Select this command to view, add, and delete documents for the selected deposit. NOTE This command is only available for Tyler Content Manager (TCM) users.

Process Deposits Create a new deposit. Add the payments created earlier and post deposit to General Ledger.


REPORT DESCRIPTION

Payments by Date This report separates payments based on type (i.e., cash, credit card, et.) and subtotals by UserID.

Payments by Journal Entry Select this report to print a report for a specific journal entry.

Payments by Project

This report displays payments by project including invoice number, date, customer, status, and amount. Report also displays amount paid and amount outstanding.

Payments by Reference

This report displays payments by reference including invoice number, date, customer, status, and amount. Reports also displays amount paid and amount outstanding.

SECTION SUMMARY In this section, we learned how to add, edit, and delete payments and how to post deposits to the General Ledger.


SECTION ASSESSMENT

1. What status must a payment have to be edited or voided out of the system.

a. Option 1

b. Option 2

c. Option 3

d. Option 4

2. Can an invoice be viewed prior to printing?

a. Yes

b. No

3. Only payments with a status of Ready to Deposit can be suspended?

a. True

b. False

Date post:	11-Apr-2020
Category:	Documents
Upload:	others
View:	4 times
Download:	0 times