ACCT AR General Control Maintenance Records

The following control maintenance records belong to the AR (Accounts Receivable) area within the ACCT (Accounting) category.

A/R Aging Bucket Names

On the A/R Aging Bucket Names window, the first column lists the system's six aging buckets. Use this record to change the system default names for A/R aging buckets. More:

Important: If you are using Eterm to run your A/R matching using the A/R Aging Bucket Names control maintenance record, then use only this control maintenance record. We recommend using Solar and the Automatic Cash Receipts Options control maintenance record to achieve the best A/R processing results.

A/R Aging Method

Select the aging method to use to move A/R amounts from one aging bucket to the next. More:

A/R Collection Letter Types

Enter the different types of A/R collection letters, such as 30-Day, 60-Day, 90-Day, that your company sends. Use these types on the A/R Collection Log Call window to indicate that a collection letter has been sent and the type of letter that was sent.

Account Payment Setup

Indicate the setting you want to use when a customer makes a payment on their account by cash, check, or credit card. The system uses the settings to create the behind-the-scenes sales order for processing the payment and applying any fees when processing any account payments made by credit card. Use these fields:

American Check Management (ACM) URLs

Enter the URLs you want to use to when processing checks electronically using the ACM processing system.

Apply Batch Cash Exceeded Amount Against Invoice

Indicate whether the system applies excess cash against the invoice when entering batch cash receipts. More:

Auto C/R Maximum Open Invoices

Enter the maximum number of open invoices a customer can have when the system is auto-posting cash receipts to that account. More:

Automatic Cash Receipts Options

Set this control maintenance record to define the matching rules hierarchy for each bank and branch when creating automatic cash receipts. For example, a customer’s bank sends you electronic funds information in a file. When you upload and process the file, the system uses the settings in this record to determine how to apply payments sent in the file to the correct open A/R balances.

For each bank and branch combination for which you create automatic cash receipts, complete the following information

Set the header fields that identify the bank and branch and MICR match information.
- Bank - Enter the bank for which you are setting matching rules. Set matching rules for each bank separately.
- Branch/Territory/All - Enter the accounting branch to which the matching rules apply. Press F10 and select Multiple Branches to define the same matching rules for more than one branch.
- Default - Select this check box to use the bank as defined in the Spooler Cash Receipts screen when processing the file if the file comes in without a batch ID.
- Force MICR Match - Select this check box to use either the customer that has the MICR (Magnetic Ink Character Recognition) that is flagged as Active. If no customer has the MICR set as active, the system uses the first customer that matches the MICR.
Note: You cannot force a MICR match for Customer Invoice Number or Invoice Number.

In the table, set one or more matching rules.

Field	Description
Matching Rules	Select the A/R balance to use when creating an automatic cash receipt. The setting in this field determines which invoices the system applies EFT amounts to first. Single Invoice Amt - The system searches for an invoice amount that exactly matches the amount in the EFT file. If it finds an invoice that matches, it creates a cash receipt to pay the entire invoice. Current - The system applies the EFT amount to the balance that is less than 30 days old. 31-60 - The system applies the EFT amount to A/R balances between 31 and 60 days old. 61-90 - The system applies the EFT amount to A/R balances between 61 and 90 days old. 91-120 - The system applies the EFT amount to A/R balances between 91 and 120 days old. Over 120 - The system applies the EFT amount to A/R balances over 120 days old.
	Last Statement Total - The system applies the EFT amount to the balance owed on the last statement to the customer.
	Incoming File - The system attempts to match the total check amount against the total of all the invoice amounts it recognizes in the system. To recognize an invoice, the order number with or without the 'S" must be present in the file and the invoice number must also be present.
	Invoice Number - The system searches for an invoice with an exact match on that invoice number throughout your customer base. If it finds an invoice that matches, it creates a cash receipt to pay the entire invoice. Note: We recommend using the Invoice Number option if you have a single check representing several invoices.
	Customer Invoice Number - The system attempts to match the check number to the total of the amounts on the invoices it recognizes if only the check amount is sent and individual remittance amounts. If individual remittance amounts are sent for each invoice, and your system is set up to extract it, the system attempts to match each individual invoice as well.
	Partial Invoice Number - The system searches for any invoice containing the numbers entered. If it finds invoices that matches the core numbers, such as 16805 in an S16805.002 order number, then system then adds the order prefix (S16805.002) and the generation suffix (S16805.002). If it finds an invoice that matches, it creates a cash receipt to pay the entire invoice.
	Purchase Order Number - The system searches for an exact match on the purchase order number. If it finds an invoice that matches, it creates a cash receipt to pay the entire invoice.
	You can set more than one matching rule to establish a matching hierarchy. For example, set a rule for Incoming File, Single Invoice Amount, and Last Statement Total. The system looks first at the incoming file to determine if there is an invoice number to which to apply the cash receipt. If the system cannot find a matching invoice it then checks to determine if there is a single invoice total that matches the payment amount in the EFT file. If the system does not find an exact match for a single invoice, it creates a cash receipt and applies it to the last statement total sent to the customer.
Customer Level	Select the customer to search: Bill-To or Ship-To. The customer levels are used when calculating the aging buckets and last statement totals.
Force MICR Match	Select to require a MICR (Magnetic Ink Character Recognition) for the payment before creating a cash receipt.
Highest Level MICR	Select to allow a partial match to the highest level for MICR for the payment before creating a cash receipt.

Note: If you need to delete the bank, all matching rules must be blank.

Right-click the matching rules and select Edit Comparison to set additional information.

Field

Description

Comparison Amount

Select which invoice amounts to use for the comparison. For example, if you want the system to look at the gross amount of an invoice, prior to any discounts, select Gross. The arrow in some options indicates the order the system uses when comparing multiple values. For example, if you are using single invoice amounts with Gross > Net selected in this field, the system looks through all open invoices for the customer and compares the invoice total, net the discount, and the full invoice to the check amount.

To use a variance tolerance when matching, select an option with variance. The system uses the variance as defined in the Cash Over/Short Maximum Parameters control maintenance record. For example, if you want to compare check amounts in the EFT file to the net invoice amounts within $5 above or below to the invoice amount, select Net w/variance, and set the Cash Over/Short Maximum Parameterscontrol maintenance record to $5.

Leave Unapplied

Select this check box to leave auto cash receipts that meet the criteria you define here as unapplied receipts.

Important: If you are using Eterm to run your A/R matching with the A/R Aging Bucket Names control maintenance record, then this control maintenance record is not used. We recommend using Solar and this Automatic Cash Receipts Options control maintenance record and the Disable Old A/R Matching Rules control maintenance record to achieve the best A/R processing results.

Automatic Write Off Setup

For each variance type, map an account in your general ledger that you want to use for different cash or invoice write offs of minimal dollar amounts. More:

Billtrust Interface Open Balance File Hold Prt Status

New in Release 9.0.5

The status in which an invoice is stopped from printing and fabrication on the customer site when using the Billtrust companion product.

Billtrust Interface Open Balance File Settings

New in Release 9.0.5

Indicate how and when to fabricate invoices on the customer site when using the Billtrust companion product. More:

Cash Over/Short Maximum Parameters

Enter a maximum percentage and dollar amount, which determine whether the system should process an automatic cash receipt that does not exactly match an invoice amount. More:

Cancel Empty Invoice Gen

Set to Yes to activate control. When an invoice for the order is generated where the user has deleted all items, the is able to cancel the order. Avalara Tax calculation will remain showing Tax calculation for the Last item deleted from Gen Order (other deleted items from generation order are removed from Tax calculation) and Avalara “Doc Status” will be “Voided” for the gen.

With control set to No, system will work as it does today. Status will still show as “Invoice” and Avalara Tax calculation will remain showing Tax calculation for the Last item deleted from Order gen (other deleted items from generation are removed from Tax calculation) and Avalara “Doc Status” will be “Uncommitted” for the gen.

Count Last Cash Receipt As Last Payment In A/R

Indicate whether to display the last sales order payment in the Last Pmt field in A/R Inquiry. More:

Disable Customer Branch Authorization In Cash Receipts

Indicate whether the system ignores customer branch authorization in cash receipts. More:

Disable Old A/R Matching Rules

New in Release 9.0.4

If you are no longer using Eterm to run your A/R matching with the A/R Aging Bucket Names control maintenance record, then use this control maintenance record to ensure that those old matching rules are ignored. Then, use the Automatic Cash Receipts Options control maintenance record to achieve the best A/R processing results.

Do Not Run ACR Daily Cash Balance

New in Release 8.7.9

Set to Yes to stop the following AR reports from running automatically after cash posting: Auto Match History Report and Auto Match Summary Report.

Exclude Postings To These G/L Accts From Commissions Report

Enter G/L accounts to exclude from the calculation of paid amounts on the Commissions Report. For example, if the money applied to an invoice was posted to a Bad Debt account and you list Bad Debt as an account to exclude, then the report excludes that invoice as a paid amount.

Generate Error Report When Printing/Faxing From A/R Collection Queue

Indicate whether the system generates an error report when printing or faxing from the A/R Collection Queue.

Yes - Generates error report.
No - Does not generate error report.

Include Credits In Service Charge Calculation

Select which credits the system includes when calculating service charges. When left blank, the system includes all credits. More:

Include Current On-Acct Payments/Deposits In Service Charge Calc

Indicate whether the system includes on-account payments and deposits made by a customer in the current accounting period in the overdue accounts receivable balance on which the system calculates a service charge. More:

Include Service Charges In Service Charge Calculation

Indicate whether to include previously assessed past due unpaid service charges in the current service charge calculation when posting service charges. More:

Include Tax In Discount Calculation

Indicate whether to include sales tax in the amount on which the system calculates a discount. More:

Lockbox Partial Invoice Digits To Use

Enter the number of digits you want to use for matching digits on an invoice. More:

Maximum Collection Days Date

Indicate whether to use the Invoice date or Due date to determine if an invoice was paid after the maximum collection days. More:

NSF Setup

Determine how you want to handle records for non-sufficient funds. The system creates sales orders behind the scenes for the NSF charges. The sales order requires these fields to process. Indicate which setting to use for an NSF sales order:

Post Unapplied Cash Amounts To The Customer's Home Br

For each branch, indicate whether to post unapplied cash amounts to the customer's home branch when the user exits the Cash Receipts window to save the cash receipt. More:

Respect Auth Br In A/R, A/P, Inq/Ledger, Aging Rpts & Cash Receipts

Use this control maintenance record to limit the customer information a user can view to the branches to which the user has access. More:

Run Lockbox History Report

New in Release 8.7.9

Set to Yes to run this report after lock box cash posting.

Run Lockbox Summary Report

New in Release 8.7.9

Set to Yes to run this report after lock box cash posting.

Taxable Service Charge States

Enter the states for which service charges are taxable. The Post Service Charges program checks this record for the state of the ship-to customer. If the state is listed, the program charges tax on service charges for that customer.

Use Current Balance In Service Charge Calculation

Indicate whether to use the current balance in the service charge calculation. More:

Valid Cash Sources

Enter valid cash sources, such as LockBox for automatic cash receipts. Valid sources can be up to 10 characters. Sources are saved for incoming cash receipts and are available for reporting purposes.

Valid Customer Statement Cycles

Enter cycles, such as EOM (end of month), BOM (beginning of month), or 25th, for sending statements to customers. Each code can be up to four characters. More:

Valid RapidPay Adjustment Codes

Complete this record if your company downloads time clock data for the RapidPay system.

In the Adj Codes field, enter the adjustment codes required by the program.
In the D/E field, enter the D/E code.
In the Earn field, enter the Earnings code.

Options	In the 6 Col Display column, enter the column titles to use when the system displays all six columns. In the 5 Col Display column, enter the column titles to use when the system displays only five columns. In the In Col column, enter the three-character titles to use as the content when window displays an Age column.
Outcome of setting this control record	Determines how aging bucket columns display in the system.
Default Value(s)	Blank
Action if set to Null	Uses the standard
Additional Information	This record applies to any place an A/R or A/P aging bucket displays. Some programs, such as A/P Inquiry, A/R Inquiry, and Cash Receipts combine the last two buckets and only display five columns.

Options	1-Due Date/Days (one month due date) 2-Due Date/30 day Rolling (30 days from due date) 3-Due Date/Calendar Month End 4-Due Date/Fiscal Month End 5-Invoice Date/Days 6-Invoice Date/30 day Rolling 7-Invoice Date/Calendar Month End 8-Invoice Date/Fiscal Month End 9-Due Date/30 day rolling Version 2 (Similar to method 2, but the date is shifted by one day so that on the day of an item’s due date, the item is aged in the first bucket.)
Outcome of setting this control record	Determines how receivable amounts are aged in the system.
Default Value(s)	4-Due Date/Fiscal Month End
Action if set to Null	Same as if set to Due Date/Fiscal Month End.
Additional Information	Methods 1 through 4 are based on the due date calculated from the terms on the invoice. Methods 5 through 8 are based on the invoice date. For additional information, see A/R Aging Methods and Examples.

Field	Description
Payment Terms	(Required) The payment term you want to associate with the payment. The system validates the payment term to those set up in Product Maintenance.
Invoice Status Code	(Required) The status code you want to associate with the payment. The system validates the codes to those set up in the Valid Customer Invoice Status Codescontrol maintenance record.
Ship Via	The ship via you want to associate with the payment. The system validates the ship vias set up in Product Maintenance. The system also determines whether an invoice prints when you accept a payment on account based on the print status defined for the ship via you enter here.
Sales Source	The sales source to use for the payment.
Processing Fee Product	The miscellaneous charge product to use when the system creates a sales order behind the scenes to process a payment on an account. This is a placeholder product that typically has a price of $0.00.
Credit Card Processing Fee	The percentage the credit card companies charge you that you want to recoup when taking an account payment on a credit card by passing the fee on to the customer. This amount is added to the payment the customer wants to make.

Options	Yes - Applies excess cash against the invoice. No - Leaves excess cash unapplied against the cash receipt.
Outcome of setting this control record	If set to Yes, as your accounting personnel are entering cash receipts, any cash that remains unapplied is applied to the invoice for the customer.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	None

Outcome of setting this control record	If you enter 0 in this field, the system auto-posts all cash receipts as unapplied payments.
Default Value(s)	Blank
Action if set to Null	There is no maximum.
Additional Information	If the number of open invoices for a customer exceeds this maximum, then the system posts the cash receipt as an unapplied payment against that customer's account.

Options	Invoice Status Code - Use the drop down to select a valid invoice status code. This list is populated with the selections in the Valid Customer Invoice Status Codescontrol maintenance record. G/L Account - Select any general ledger account that is marked to allow cash receipt adjustments in G/L Account Maintenance that you want to associate with the selected invoice status code.
Outcome of setting this control record	When writing off invoice amounts, the system uses the settings in this control maintenance record before the setting in the Write Off G/L Account field in the Automatic Cash Receipt Write Off window.
Default Value(s)	None
Action if set to Null	Write offs are not posted to your general ledger.
Additional Information	The variance types, such as Discount and Duplicate, are hard-coded in the system and mapped in the Valid Customer Invoice Status Codescontrol maintenance record. For more information, see Automatically Writing Off Cash Amounts and Automatically Writing Off Invoice Amounts in the Accounts Receivable documentation.

Options	Billtrust Open Balance File Version - Indicate which version of Billtrust your company runs to ensure the .csv open balance files run correctly. Prior to Release 9.0.5, the system required using FTP to send the invoice through the Print Invoice program. Now, you can automatically create the open valance invoice using .csv. Printed Invoice Required To Fabricate Billtrust Record -Indicate if an invoice must be printed to fabricate the Billtrust record. The default is No. This means, if an Eclipse invoice has already printed you cannot fabricate an invoice in Billtrust. Use this option to allow the system to fabricate an invoice only when the invoice has printed in Eclipse. Fabricate Billtrust Record for Legacy Invoices - Indicate if you want Billtrust to fabricate records for any legacy invoices you are importing into Eclipse. The default is No. Legacy records are those created by the conversion team when bringing invoices into Eclipse from another system.
Outcome of setting this control record	See above.
Default Value(s)	See above.
Action if set to Null	Same as default.
Additional Information	None

Options	In the Max Over/Short Percentage Allowed field, enter the acceptable percentage of difference. In the Max Over/Short Dollars Allowed field, enter the acceptable dollar amount of difference.
Outcome of setting this control record	If the difference between the cash receipt and an invoice amount is within both over/short parameters, the system automatically applies the amount and posts the difference to the G/L Autoposting account titled Over/Short Cash Receipts.
Default Value(s)	$0.00 and 0.00%
Action if set to Null	Same as if set to zero.
Additional Information	If the difference between the cash receipt and invoice amount exceeds either criteria, the system does not auto-apply the cash receipt.

Options	Yes - The Last Pmt field in A/R Inquiry is populated with the value of the most recent payment of any kind, which can be a cash receipt or a payment generation on an order. No - The Last Pmt field in A/R Inquiry is populated with the value of the most recent payment generation on an order.
Outcome of setting this control record	If set to yes, the last cash receipt posted for the customer counts when determining if the last payment. Payments can come from cash receipts or payments on an order generation.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	None

Options	Yes - Users can enter any branch and customer combination when entering cash receipts. No - If the user enters a branch for which the customer is not authorized, the system prompts the user to activate the branch, activate the branch for one-time use, or cancel and return to the cash receipt.
Outcome of setting this control record	Set this record to No if you typically post cash receipts in the same branch or territory as the invoices. Set this record to Yes if you use a CORP or central accounting branch, which you do not use to enter sales orders.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	If you use central accounting, set this record to Yes.

Options	Past Due Only - Includes only past due credits. All - Includes all credits. None - Does not include any credits.
Outcome of setting this control record	Determines which credits the system uses when calculating service charges.
Default Value(s)	Past Due Only
Action if set to Null	The system includes all credits when calculating service charges.
Additional Information	None

Options	Yes - Includes on-account payments and deposits. No - Does not include on-account payments and deposits.
Outcome of setting this control record	Determines the total on which service charges are calculated.
Default Value(s)	No
Examples	For example, a customer has an overdue balance of $1000.00 and is on hold. The customer sends a check for $200.00, which is posted to an individual order as a deposit towards that order. Do you want to base your customer service charge on the $1000.00 or the $800.00 balance? If set to Yes, the service charge would be applied to the $800.00 balance.
Action if set to Null	Same as if set to No.
Additional Information	On-account payments are payments entered in Cash Receipts but not applied to a particular sales order. Deposits are payments entered on the Totals tab of an order that are not applied to an invoice because the order has not been shipped.

Options	Yes - Includes previously assessed unpaid service charges. No - Does not include previously assessed past due unpaid service charges.
Outcome of setting this control record	Determines if unpaid service charges are included in the current service charge calculation.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	You can override this setting on an individual customer basis by specifying Yes or No in the Include S/C Invoice in S/C Calculation field on the Credit Control Parameters window.

Options	Yes - The system includes sales tax. No - The system does not include sales tax.
Outcome of setting this control record	Determines whether discounts are calculated with or without tax.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	If the terms code discount percentage has a P prefix, the system uses the product or price line pass-along discount and does not include sales tax in the calculation. This control maintenance record has no effect on the calculation of a pass-along discount set up for a product in Product Maintenance or Price Line Maintenance.

Options	Numeric field. Enter a number to control at a greater degree the level at which the system matches to partial invoices.
Outcome of setting this control record	The system uses the number entered to match partial invoices. For example, a use supplies the number 04254948.001 for invoice S104254948.001. In order to positively match the invoice, you may want to enter 6 in this control record. The system then checks 042549 and compares to S10425 for a positive match.
Default Value(s)	6
Action if set to Null	None.
Additional Information	If the full invoice number is not noted on remittance, the system looks for a partial match to an invoice. If a possible match is found, the system then looks for a match on the open amount. If it matches exactly, the system applies payment to that item. If system finds more than one match, it should leave as unapplied.

Options	Invoice - The system adds the maximum collection days from the order or customer record to the invoice generation date to determine if the invoice can be applied to a salesperson's commission. Due - The system adds the maximum collection days from the order or customer record to the invoice's due date to determine if the invoice can be applied to a salesperson's commission.
Outcome of setting this control record	Determines from which date the system adds the maximum collection days from the sales order or customer record to determine when an invoice still applies to a salesperson's commission.
Default Value(s)	Due
Action if set to Null	Same as if set to Due.
Additional Information	Designate maximum collection days in the Maximum Collection Days field in the Credit Control Parameters window in Customer Maintenance or the Max Collection Days field on the Additional Header Data window in a sales order. The collection days number on the Additional Header Data window overrides the number on the Additional Customer Credit Data window. This system uses this information when it calculates commissions. For more information, see Defining Customer Maximum Collection Days.

Options	Yes - Posts the unapplied payment to the customer's home branch. No - Posts the unapplied payment to the branch where the cash receipt is recorded. Prompt - Prompts the user to post the unapplied payment to the customer's home branch.
Outcome of setting this control record	Determines how unapplied amounts on a cash receipt are applied when exiting a cash receipt.
Default Value(s)	No
Action if set to Null	The same as if set to No.
Additional Information	Assign customer's home branches in Accessible Branches window in Customer Maintenance. For more information, see Activating a Branch for Customer Purchases.

Options	Yes - Displays the customer's balance only for those branches for which a user is authorized. For example, if the user is authorized for branches 1, 2, and 3, they are unable to view information for branch 4. This is the default. No - Displays the customer's total balance for all branches.
Outcome of setting this control record	If set to Yes, your accounting clerks can only view and post payables and receivables to the branch locations to which they are authorized in User Maintenance. If set to No, users can view and post to all branches.
Default Value(s)	Yes
Examples	For example, your customer buys electrical parts from branch 1 and plumbing parts from branch 2. Set this record to Yes if your accounts receivable clerk in branch 1 should only use electrical branch 1 invoices when posting a cash receipt for the sale. Set this record to No if your accounts receivable clerk in branch 1 should be able to post a cash receipt against all invoices in branch 1 and branch 2.
Action if set to Null	Same as if set to Yes.
Additional Information	This control record applies to the following areas: A/P and A/R Inquiry A/P and A/R Ledger Cash Receipts A/R Collection Queue A/R Aging Report A/P Aging Report Aged Unbilled Stock Receipts Report To control whether branch authorizations are respected in A/P Entry, set the Disable User Branch Authorization In A/P Entrycontrol maintenance record.

Options	Yes - The system uses the overdue balance as of the actual day the Post Service Charges program is run. No - The system calculates a customer's service charge using the overdue balance as of the posting date, regardless of when the Post Service Charges program is run.
Outcome of setting this control record	Determines when to capture the balance to use for posting service charges.
Default Value(s)	No
Action if set to Null	Same as if set to No.
Additional Information	For more information, see Posting Service Charges to Past-Due Accounts in the Accounts Receivable documentation.

Options	Free form entry.
Outcome of setting this control record	In the Print Statements and Post Service Charges programs, the system validates the statement cycles it uses to select customers for statement runs against this control recrod.
Default Value(s)	Blank
Action if set to Null	None. No statement cycles are available when printing statements or posting service charges.
Additional Information	For each customer, you can specify their statement cycle on the Customer Pricing/Printing window. Then you can use the statement cycle as selection criteria in the Print Statements and Post Service Charges programs. For example, you can select and print statements for all customers assigned to a designated statement cycle.