Accounts Receivable - BusinessWorks California

Overview
The Sage BusinessWorks Accounts Receivable module offers efficient and reliable management of your company’s receivable process. You can manage customer credit, perform sales analysis, maintain and organize customer data, produce invoices, statements, and more. The easy to use, comprehensive tools enable your organization to be more effective and efficient, improving customer satisfaction and profitability. Comprehensive, informative reports keep you continually apprised of your receivables, offer cash forecasting, and enable you to analyze current and historical trends. Streamline the management of your corporate receivables with the reliable, feature-rich Sage BusinessWorks Accounts Receivable module.

Quick Links
Data Entry	Screen Shots	Utilities	Integration
Forms	Transaction History	Inquiries	Features
Report Examples	Other Reports
Operational Flexibility
99 Payment Terms	Maintain up to 99 Payment Terms, each with an associated Description, Discount Rate, Discount Period, and Number of Days before Due.	Maintain History	Maintain history about paid invoices, credit and debit memos, and payments for up to 60 months.
User Defined Aging Periods	You may define four aging periods (e.g. 1-30 days, 31-60 days, 61-90 days and over 90 days).	Generous Field Sizes	Add and maintain up to 100,000 customers using a 12-character customer id field. The invoice number field will hold up to six characters, with an additional 1000-character invoice description. Each invoice may reference up to 99 line items.
Nine Cash Accounts	Sage BusinessWorks supports up to nine cash accounts.	Flexible Payment Terms	Allows flexible payment terms, including discount rate, discount period, and the number of days before due.
Data Entry Features
Powerful Search Options	Search options include many variables, to aid in quickly locating the desired record. Allows quick location of customers, standard items, and general ledger accounts.	On the Fly Data Entry	Lets you add new customers “on the fly” during invoice and transaction entry to minimize interruptions during data entry.
Credit Limit Tracking	Alerts you when a customer exceeds a credit limit to help you control the customer’s liability to you.	Find Customer with Invoice Number	Easily locate a customer based on an invoice number alone. This is particularly beneficial when you receive a payment and the check does not match the customer’s account name.
Recurring Invoices	Post recurring invoices on a monthly, bimonthly, quarterly, semi-annual or annual basis.	Post Receipts	Use this option to record payments on customer accounts. An Auto Distribute feature is available to automatically apply the customer’s payment beginning with the oldest invoice.
Bank Deposits	Use this option to record items that you are going to deposit to your cash accounts. This records the deposit in Cash Management so the information is available when you balance your bank statement later.	Void Checks	You may need to void a check if the customer's check is returned for insufficient funds, or if you entered the payment in error (for example, by posting the payment to the wrong customer).
Customer Maintenance	Maintain complete customer information, including e-mail address, bill-to and ship-to addresses, month and year-to-date totals, 24-month sales history, current balance, highest balance, open credits, deposits and last payment.	Invoice Entry	Quickly enter customer invoices from efficient, intuitive screens. Lookups, help screens, and search capabilities make finding the proper information to complete each invoice easy.
Item Entry	Invoice lines may be designated as items, miscellaneous charges, labor, or comments. View and select from established pricing, or override the unit price as desired. Enter a discount amount by line, and override the sales account as needed.	Quick Invoice Entry	Use this option to quickly enter invoice information. This option is faster than the standard invoicing option because you need to enter less information. It is most useful if you use statements (not printed invoices) to bill your customers and use only one sales account per invoice.
Credit Card	Credit card payments may be accepted during invoice entry. You may enter: name, card company, card type, account number, expiration date, and approval code.	Edit Invoices	With the Edit Invoices option, you can change the Reference, Discount, and Discount date, due date, and the Hold status for the specified invoice.
Credit and Debit Memos	You can post a credit memo if you overcharged a customer or if a customer returns merchandise. You might send a customer a debit memo if you forgot to include the cost of an item on an invoice or you undercharged the customer for an invoiced item. You can also use a debit memo to deal with a customer’s returned check.	Apply Open Credits	Apply open credits to invoices or finance charges, or apply open credits as a cash refund or refund check. Periodically check open credits to determine if the credits should be applied to open invoices or if the customer should be given a cash refund.
Apply Deposits	Apply deposits to invoices or finance charges, or apply deposits as a cash refund or refund check. Periodically check deposits to determine if they should be applied to open invoices or if the customer should be given a cash refund. You can also apply a deposit to an invoice when you enter the invoice.	Recurring Invoices	Provides the ability to set up recurring invoices that post automatically to minimize the task of entering invoices that recur each month.
Screen Shots
	Maintain Customers		Customers Invoice & Statement Options
	Customers History Options		Credit Card
	Invoice Header		Invoice Lines
	Invoice Summary		Notes
	Customer Custom Fields		Maintain Recurring Invoices
	Recurring Invoice Distribution		Post Receipts
	Credit Memos		Void Checks
	Bank Deposits		Invoices
	Quick Invoices		Global Customer Change
Useful Utilities
Global Customer Change	With this option, you can update customer information for all customers or a selected range of customers at one time. You can change a broad range of constant data such as Terms, Sales Rep, Notes, etc. Allows global changes to multiple customer records simultaneously expediting the record updating process.	Modify Invoice Terms	You can change the terms for any open invoice. You can change the description for any invoice still on file.
Void Invoices	Use this option to void an invoice that was recorded in error. The credit memo generated automatically backs out all the entries on the original invoice. The resulting credit memo usually states the reason for and the amount of the adjustment.
Integration With Other Sage BusinessWorks Modules
Sage BusinessWorks Accounts Receivable integrates seamlessly with the following modules: General Ledger, Job Cost, Order Entry, and Cash Management. Job Cost Integration. Posts to the Job Cost module on a transaction-by-transaction basis, providing tight control of the billing process.
Forms
Credit Memo, Debit Memo, Invoices, Statements	Maintain forms for each of these transaction types. Creating customized forms is easy using the Maintain Forms function.
Transaction History
Transaction drill down	In many locations, when you select an account that has transaction detail available, you can drill down to search through and view the selected account’s transaction details and source documents.	Customer Information/ Transactions	From Customer Inquiry view all transactions for this customer, or filter your list to view just the type of transaction you’re interested in (e.g. payments). Drill down and view the detail of the original invoices.
Invoice Information	Drill down to invoice detail, view current balance, transactions, payments, discounts, etc. directly from Post Receipts.
Inquiries
Customer Inquiry from Invoice Entry	View customer data, including transaction detail from invoice data entry.	Customer Inquiry	Quickly examine information for a specific customer, including aged balances and credit information. This information is useful for responding to credit inquiries, contacting customers about past due balances, as well as providing information to staff with limited access.
Customer History	Instant customer history inquiry is available “on the fly” during data entry for easy access to all transactions affecting an invoice, as well as the sales account to which the invoice was posted.	Customer History Inquiry	View summarized sales history by period and data such as the date, amount, and check number of last payment from Customer Inquiry.
Customer Balance Drill Down	Drill down on a customer's open balance to identify the invoices that make up the open invoice balance.
Rich Feature Set
Reprint Invoices	You can reprint invoices entered in the Invoices option, and recurring invoices printed during an Account Receivable month-end close. You can also reprint invoices by using Print Recurring Invoices.	Write Offs	Allows you to write off balances during cash posting.
Enter and Edit Customers on the Fly	View and maintain customer data directly from invoice entry.	Credit Card in Customer File	Enter and store credit card information in the customer’s record to be utilized on orders and invoices.
Pre-Defined Customer Notes	Define up to nine customer notes and four dunning notes which can be used on your invoices and statements.	Shipping Instructions	Maintain a list of shipping instructions. Access this list from the Order Entry module when entering a quote, sales order, invoice, or ship to addresses. By predefining this list, you can select shipping instructions from a Lookup window instead of entering them each time.
Taxable Freight	Indicate whether freight is subject to sales tax.	Sales Tax	Automatically calculates taxes during invoicing based on a customer’s jurisdiction and the invoice line item. Up to three jurisdictions may be referenced on each invoice (e.g. city, county and state sales tax). Once the sales tax is set up, you can indicate which customers are subject to a jurisdiction's tax with Maintain Customers. You can also add or change sales tax when you record invoices.
Invoice Summary Screen	A handy invoice summary screen is available during invoice entry. From here, you can view the subtotal of item lines, view and override calculated sales tax, enter an invoice discount and freight amount, note any deposits, and indicate the payment method.	Custom Fields	Create up to five custom fields associated with each customer to hold specific data. These fields are included on the Customer List and can be added to Custom Reports, Custom Exports, Custom Worksheets, and Custom Forms. You can also filter Accounts Receivable reports on data in these fields.
Finance Charge Calculation	Specify the finance charge rate, minimum finance charge amount, grace period, and the minimum balance for dunning messages. Lets you assign flexible finance charge rates on a customer-by customer basis or globally.	Sales Reps	Maintain data for up to 250 sales reps, including their address and phone. Sage BusinessWorks automatically tracks the MTD and YTD Sales, Adjustments, and Payments Received for each sales rep.
Standard Items	Accounts Receivable will let you maintain data for standard items sold on receivables invoices. Each item number may 10 characters in length, with an 84-character item description, up to three prices, and the item’s sales account.	Customer Categories	Customer categories permit classification of customers for more precise and flexible reporting.
Status Display	A single screen displays important status information such as: Current Month, Number of Customers, Months to keep history, and the default posting accounts. A handy way to review setup information.	Calendar	Each date field offers a handy calendar icon to help you select the exact date you’re after.
Account Number Selection Help	If you’re uncertain you’ve selected the correct account, the handy Account? Button provides useful information about the currently selected account. Account #, Description, Account Type, Usual balance (debit/credit), Normally entered as (positive/negative), and Period Balance.	Attachments	Use the Attachment Manager to link or embed OLE files, such as bitmaps, text documents, and spreadsheets, in Sage BusinessWorks records, such as accounts, vendors, customers, employees, parts, and jobs. The attachments you create appear in a list in the Attachment Manager window, and the title bar identifies the record to which they’re attached.
Zip Code Database	Maintain a database of Zip Codes utilized by all modules. By entering the Zip Code, City and State are populated automatically.	Customer Hold	Lets you place specific customers on hold until all issues are resolved.
Discounts	Tracks discount dates, amounts and due dates to help you save by paying invoices within an optimum time frame.	Cash Balances	View the account balances for you cash accounts during data entry. Security setup can prevent the visibility of this data.
Electronic Manuals	Manuals are available in electronic PDF format for quick reference anytime.	Notes	Lengthy text notes may be added, maintained, and viewed for each Customer. The Notes button appears in bold when a note is on file.
Targeted Mail Merge	Lets you quickly and easily merge Sage BusinessWorks information into a Microsoft Word document, and then print the document or e-mail it to the mailing list.	Report Groups	Use this option to place reports into groups so that you can quickly and easily print multiple reports at one time. Report groups are particularly useful for creating a series of reports with specific setups that you print on a regular basis, such as month-end close reports.
ACT! Interface	Easily transfer data to and from ACT! with ACT! Link integration.	Custom Worksheets	Use this option to set up a template that defines the Sage BusinessWorks data you want to send, filtered and sorted the way you want it. You can then launch Excel from this option and send the Sage BusinessWorks data directly to the assigned workbook based on the selected template. You can also use this option to import templates from other Sage BusinessWorks companies, edit existing templates, or assign an Excel workbook to a Custom Worksheets template.
Reports
Sage BusinessWorks uses your data to produce a wide range of reports including graphical reports, which present you with three-dimensional representations of your sales history and much more. Click images to view reports.
Detail Report click to expand report selection	This report shows invoice information and all Accounts Receivable transactions by customer in a specific period.	Aging Report click to expand report selection	This report lists each invoice and shows the amounts currently due and not yet due, amounts that are past due (using the aging periods set up in Maintain A/R Parameters), and the total amount due. The total percentage due in each category--as well as the customer’s open credits, deposits, and finances charges—is also shown.
Open Invoice Report click to expand report selection	This report groups the invoices by customer and includes invoice date, due date, original amount, and activity, and the current balance of each invoice. It also shows a summary for each customer, including the total of open invoices, finance charges, deposits, and open credits, ending with the net balance due.	Cash Flow Report click to expand report selection	The system displays the cash you’ll receive at the end of five time periods. You specify the length of each time period. The first period begins today and ends after the specified number of days. The fifth period shows the amount due after the fourth period has passed.
Sales Analysis Report by Customer click to expand report selection	This report shows summary or complete invoice information, including the total dollar amount of goods and services sold, the discounts given, any miscellaneous charges, sales tax and freight charges applied to the invoice, and the invoice total. The report totals include the total of freight charges, miscellaneous charges, and sales tax for all jurisdictions, payments received, and adjustments.	Customer Worksheets click to expand report selection	This report shows the total amount the customer owes, the sate and amount of the last payment, the highest balance, and the customer’s email address, telephone and fax numbers, and contact name. Space is provided for handwritten comments.
Other Reports
Customer History Report	Sales Analysis Report by Sales Rep	Sales Analysis Report by Sales Account	Payment Analysis Report
Open Credit Report	Customer Deposit Report	Credit Limit Report	Delinquent Accounts Report
Sales Tax Report	Monthly Activity Report	Flash Report	Business Graphics
Finance Charge Report