Periodic Processing Procedures

There are several Accounts Receivable screens you can use to complete the types of processing you do at specified intervals, such as at month end or period end, and to clear out obsolete data and records.

Here is an overview of periodic procedures you might follow:

1. Update Accounts Receivable records, such as to enter changes of address, make corrections, and select the Inactive option for records you plan to delete.

   Use the screens in the A/R Customers and A/R Setup menus to revise these records.

2. If you use the option to process recurring charges, create and post the recurring charge batches you need. You can also automatically update your recurring charge records, if necessary.

   Use the A/R Create Recurring Charge Batch screen to create each batch.

3. Create retainage invoices, debit notes, and credit notes to clear outstanding retainage amounts from the retainage control account.

   Use the A/R Invoice Entry screen to manually add retainage invoices, debit notes, and credit notes. Select the Retainage option on the Details tab, then select Retainage Invoice, Retainage Debit Note, or Retainage Credit Note as the document type.

   Use the A/R Create Retainage Batch screen to create batches automatically. You can also add retainage invoices, debit notes, and credit notes manually through the A/R Invoice Entry screen. (Select the Retainage option, then select Retainage Invoice, Retainage Debit Note, or Retainage Credit Note as the document type.)

4. Post transactions that apply to the period. Print and file the posting journals.

   Use the A/R Invoice Entry screen and the A/R Receipt Entry screen.

5. Print reports to identify amounts that should be written off, and accounts that should be charged interest or that require other action.

   Use the A/R Customer Transactions report and A/R Aged Trial Balance report in the A/R Transaction Reports menu to print the reports.

6. Create and post interest batches.

   Use the A/R Create Interest Batch screen in the A/R Periodic Processing menu to create interest batches or use the A/R Invoice Entry screen to add interest charges one at a time.

7. Print statements.

   Use the A/R Statements/Letters/Labels report in the A/R Customer Reports menu to print statements.

8. If you have a multicurrency ledger, you may need to update exchange rates and revalue multicurrency transactions and balances periodically, to reflect changes in exchange rates.

   Use the A/R Revaluation screen.

9. If you do not use the option to create general ledger transactions during posting, create any outstanding general ledger transactions. (Use the A/R Create G/L Batch screen in the A/R Periodic Processing menu.)

   Print the G/L Transactions List, and then process the batches in Sage 300 General Ledger, if you use it, or post them manually to your other general ledger. Use the A/R G/L Transactions report in the A/R Transaction Reports menu to print reports of the transactions.

10. Clear the paid transactions, customer comments, and statistics that you no longer need, and delete records that you classed as inactive and prepared for deletion.

    Use the A/R Clear History, A/R Delete Inactive Records, and A/R Clear Statistics screens to clear this information.

Last published: 4/8/2016