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Customer Conference in Las Vegas
It’s not too soon
to begin planning to attend this year’s annual
OSAS and TRAVERSE Customer Excellence Conference
being held September 22-23. The agenda will
include two days of breakout sessions with
several classes to choose from for each
session. The venue is South Point Casino in Las
Vegas.
Check
www.osas.com for additional details. Start
planning and budgeting now so you can attend.
Making use of the
various fields found within the Customer Set up
can assist you as you mine the data and produce
the reports you need to analyze your business.
Below are some fields and their uses that you
may not have thought about utilizing
previously.
Attention
This field appears
above the Company name on the Invoice or
Statement. It does not appear on Customer
Labels.
Contact
This is
informational and does not print.
Status
This defaults to
ACTIVE. If you do not want any transactions
posted to this Customer change the status to
INACTIVE. Payments may be posted to an inactive
Customer.
Bill to
If this is a
Customer whose purchases you want to keep up
with, but is billed to another Customer that
you.
Group Code
is a free standing
field for your use. There are no reports that
use this field as criteria but you can use this
field to sort your customers when mining your
data.
Terms Code
can be set up
specifically for each customer. Discounts and
days to pay can be set up from Invoice Date or
from End of Month.
Distribution Code
signifies the
Accounts Receivable General Ledger account to
post invoices to as well as the Freight and Misc
GL accounts found on the total screen. The
distribution code can be changed on an invoice
by invoice basis depending upon the GL account
you want the purchases posted to.
Class Code
can be assigned to
a customer for purposes of sorting. Class code
is used as selections for sorting and printing
in the Customer Activity and Customer Sales
Reports, as well as use when extracting your
data.
Credit Limit
can be set for customers. A message will appear
when entering an invoice for the customer if
they have already reached their credit limit.
This is just a message it will not stop you from
invoicing the customer.
Document Delivery
will set this
customer as to whether invoices or statements
will be printed on paper, faxed, or emailed to
the customer. With the Sales Order application
you can specify how quotes acknowledgement, and
RMA’s are delivered in addition to invoices and
statements.
Credit Hold
will give a
warning at invoice entry time that the customer
is on hold. It can be bypassed.
Partial Shipment
will also give a
warning at invoice entry time if the customer
will not accept partial shipments.
Ship To
If a customer has
several locations you can set up multiple ship
to addresses and also assign different
Territories, Tax Groups and Distribution Codes
for each shipping address.
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Open System, Inc.
continues to offer a FREE one hour class each
Thursday at 11:00 am. This Webex class will
allow you to see some of the new features of
TRAVERSE version 11.
Whether you are
currently using OSAS or TRAVERSE you can sign up
for a Thursday morning demonstration class at
www.osas.com or contact us and we can get
you signed up.
See how this new
version of TRAVERSE can assist your company.
The standard way
to void a check is to use the VOID CHECK
function found in “Pay Invoices”.
Voiding a check or
series of checks this way will reverse the Cash
and Accounts Payable Entry (Debits cash, Credits
Accounts Payable) and places the invoice or
invoices back out in the Open Invoice File.
Assuming these
invoices will not be paid to the vendor you then
go into Transactions and select Miscellaneous
Debits. Using the same Vendor, Invoice Number,
General Ledger Accounts, and Amount duplicate
this invoice as a Miscellaneous Debit. Once it’s
posted, it will align with the original invoice
in the Open Invoice File.
If your option in
Business Rules is set to allow posting without
printing checks you can just release both the
invoice and Misc Debit memo and the next time
you ’Prepare Payments’ these will net to zero
and flow out of the Open Invoice
File.
If your option in
Business Rules is set to NOT allow posting
without printing checks you can then PREPAY
these invoices from within Hold and Release.
Normally I use a check number of 999 to signify
payment for both the invoice and the Misc. Debit
Memo. Next time you prepare payments these
invoices will flow out.
Another way you
can ‘void’ a payment is to not use the actual
‘Void’ function but to enter a pre-paid
Miscellaneous Debit. Enter this Misc Debit
exactly as the original invoice. Then on the
TOTAL TAB enter the payment information using
the same check number that was originally used
to pay the invoice. After posting transactions,
Prepare Payments and this will appear as a
negative on the Pre-paid line.
When payments are
posted they will correct expense, cash and AP.
In Bank Rec it will appear as a negative under
the original.
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This month we have
seen two clients get infections after visiting
WhitePages.com. Users report seeing pop-ups that
warn them that they are infected. The pop-up
screen, however, is not the real antivirus
software, it is a fraud. The malicious software
is apparently being installed via banner
advertisements from infected websites.
It seems that no
user interaction other than visiting the site is
required to become compromised.
To limit your
risk, use extreme caution when browsing.
Additionally, make sure your operating system,
applications, and security software have the
latest updates installed.
Not sure if you’re
protected? Contact your IT person, or give us a
call.
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To easily keep up
with Customer Deposits and to be able to apply
the deposit amount to the Accounts Receivable
(or Sales Order) invoice to show the total
amount of the invoice along with the deposit
applied and the remaining amount owed we
recommend you keep up with deposits outside of
the Open Invoice file.
Set up a General
Ledger account within the Current Liabilities
section of your Chart of accounts. When you
receive the deposit check from your clients
enter it into Cash Receipts without a customer
ID. This will open up a General Ledger account
for you to apply this deposit to. Enter the
Customer Deposit account that was set up and for
the invoice number use the Customer ID and apply
the amount.
Next set up a
Method of Payment (DEP) in Accounts Receivable
(Sales Order) that is a write off. Use this
Customer Deposit General Ledger Account
number.
When the Customer
is invoiced go to the Payment section and use
the Method of Payment (DEP) you set up above and
apply the Deposit payment. The invoice will then
show the total due, the amount of deposit
applied and the net amount currently due.
Reconciling this
Customer Deposit is quite simple. Whenever the
Deposit is received this account is credited and
when the Deposit is applied to the invoice this
account is debited.
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Did you know that
there is an option you can turn on in Business
Rules that will no longer void the next Accounts
Payable check when the number of invoices
overflows from one check to another, voiding
that second check?
In Accounts
Payable Business rules Check Saver can be set to
single, Multiple, or none. When set to single it
tells the system that you are using the same
printer to print both the checks and the
remittance. Set as single it will print all the
checks and then prompt you to mount paper to
print the remittance. If set to multiple it
assumes you have two different printers and will
send the checks to the printer as defined in
Form Printers and the remittance copy sent to
the printer as also defined in Form Printers.
Also in Form
Printers you can define the number of remittance
copies that you want. Normally you would set
this to two: One for sending along with the
check to the Vendor and a second to attach to
the check stubs and invoices for filing.
The check stub
itself will simply say “Remittance Advice on
separate page(s). All invoices will be on the
paper copy.
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