A/R National Accounts Screen

The Amount column shows the total amount for each of the transaction types listed in the Statistics column.

Accounts Receivable updates these amounts when you post transactions to the account.

You can change this figure if the Allow Edit Of Statistics option is selected for customers on the Processing tab of the A/R Options screen.

This field shows the average number of days it has taken the customer to pay all the invoices that were fully paid in the current year.

The average days to pay is calculated by dividing the Total Days To Pay figure by the Total Invoices Paid figure. You can alter the Average Days to Pay field only by editing the other two fields.

This field displays the currency assigned to the account set.

You enter all invoices, debit notes, and credit notes for the customer or national account in the account set currency, but you can apply receipts from the customer or national account in other currencies.

The Date column lists the date each type of transaction (shown in the Statistics column) was posted to the customer's account.

Accounts Receivable updates these dates when you post transactions to the customer's account.

You can edit the dates if the Allow Edit Of Statistics option is selected for customers on the Processing tab of the A/R Options screen.

This field displays the balance that appeared on the last statement you printed for the account.

You cannot edit the figure.

This field displays the date on which you printed the last statement for this account.

You cannot edit the date.

The Account Status fields display the current status of the account —outstanding balance, number of open invoices, last statement balance, and date of last statement— as well as information you can edit, such as the highest balance this year and last year, the largest invoice this year and last year, and the last invoice, receipt, credit note, debit note, adjustment, write-off, interest charge, returned check, and discount taken.

Activity statistics also include the total number of days to pay invoices, the number of fully paid invoices, and the average number of days to pay invoices.

This field shows the current number of open (unpaid) invoices in the account.

You cannot edit the figure.

This field displays the current net amount owed by a customer (or national account), including all invoices, credit notes, debit notes, receipts and adjustments posted to the account.

You cannot edit the figure.

This field shows the outstanding retainage balance for the customer (or national account).

The Activity tab lists the amount and date for the transactions with the highest balance this year and last year; for the largest invoices this year and last year; and for the last posted invoice, receipt, credit note, debit note, adjustment, write-off, interest charge, returned check, discount taken, and refund.

Accounts Receivable updates these figures each time you post transactions for the account.

You can edit the amounts and dates if the Allow Edit Of Statistics option is selected for customers on the Processing tab of the A/R Options screen.

This field shows the total number of days the customer has taken to pay all outstanding invoices that have been fully paid in the current year to date.

Accounts Receivable updates this figure when you post transactions to fully pay the customer's invoices.

You can change this figure if the Allow Edit Of Statistics option is selected for customers on the Processing tab of the A/R Options screen.

Example: You want to change the number because it has been inflated by unusual circumstances, and so gives an inaccurate impression of the customer's payment record.

Important! If you are entering this number when setting up customer records, do not enter figures from invoices and other transactions that you will post for the customer when you enter historical and year-to-date Accounts Receivable transactions. Otherwise, these statistics will be distorted.

This is the total number of invoices that have been fully paid in the current year to date.

Accounts Receivable updates this figure when you post transactions to fully pay invoices in the customer's account.

You can change this figure if the Allow Edit Of Statistics option is selected for customers on the Processing tab of the A/R Options screen.

Important! If you are entering this number when setting up customer records, do not enter figures from invoices and other transactions that you will post for the customer when you enter historical and year-to-date Accounts Receivable transactions. Otherwise, these statistics will be distorted.

The address in the customer record or national account is usually the address that is printed on invoices and statements for the account.

When customers belong to a national account, the address in the customer record is usually the billing address for the national account. You use ship-to locations to record the customer's actual address. You also use ship-to locations if the customer has more than one address.

Type the name of the city where the customer resides or where you ship goods.

You can enter the name of the city in other address lines. However, the customer address on your statements, letters, and labels may not appear correctly. Also, if you export data to use in other programs, the field is more useful when you use the field consistently for the city.

Specify the name of the country where the business is located.

Use this field to enter an e-mail address for the national account.

You use this field to record the fax number, if any, for your customer, national account, or ship-to location.

The field includes area code parentheses and hyphens if you selected the Format Phone Number option for the company in the Company Profile screen in Common Services.

Use this field to assign a customer group to a selected customer or national account. Type the code or use the Finder to select it.

You must specify a customer group for each customer and national account.

You can change the customer group for a national account or for a customer at any time, unless the customer belongs to a national account (in which case the customer record must use the customer group assigned to the national account). You can change the group for the customer only by changing it for the national account.

In a multicurrency system, you can change the customer group to one that uses a different currency. However, you must change the account set for a national account if the new group has an account set that uses a different currency from the national account.

If you change the customer group for an existing customer, the settings in the customer record remain unchanged, except for the customer group.

Select this option if you do not want to post any new transactions to the customers in the national account, usually because you plan to delete the national account.

You can select Inactive status only if all customers assigned to the national account have an account balance of zero and no outstanding transactions.

You can reactivate the national account at any time.

This information displays the date of the last change made to the national account. You do not make an entry in this field.

You use this field to record the name or a description of the national account. Type the name as you want it to appear in Accounts Receivable screens and on reports, using up to 30 characters.

Select the On Hold option if you want to place a customer account on hold.

When an account is on hold, you see a warning when you start to enter an invoice for the customer. You can then choose whether to continue entering the invoice.

You can always enter and post invoices, credit notes, debit notes, receipts, and prepayments, whether a customer account is on hold or not.

This field contains the name of the state or province where the business is located. You can type up to 20 characters in the field, including spaces.

This field usually contains the telephone number at the place of business of the customer, national account, or ship-to location.

The field includes area code parentheses and hyphens if you selected the Format Phone Number option for the company in the Company Profile screen in Common Services.

If the national account has a website, you can type its URL in the Web Site field.

Type the zip code or postal code for the address.

This field usually contains the name of a contact person, position, or department for the customer, ship-to location, or national account.

You can also leave the field blank or enter other information in it, using up to 30 characters.

Use this field for the e-mail address of your contact for this national account.

This field contains the fax number, if any, for your customer's contact person.

The field includes area code parentheses and hyphens if you selected the Format Phone Number option for the company in the Company Profile screen in Common Services.

This field usually contains the telephone number at the place of business of the customer or national account.

The field includes area code parentheses and hyphens if you selected the Format Phone Number option for the company in the Company Profile screen in Common Services.

The account set specifies the general ledger receivables control, payment discounts, prepayment liability, retainage, and write-offs accounts to which a customer's transactions are distributed.

To select the account set, type its code in the Account Set field or select it from the Finder.

For more information about account sets, see About Account Sets.

The account type determines how you apply receipts to a customer's account:

• For balance-forward accounts, you apply receipts to the customer's outstanding balance.
• For open-item accounts, you apply receipts to specific documents by document number.

To specify the account type, select it from the list. (You can also type O or use the Up Arrow on your keyboard to select Open Item, or type B or use the Down Arrow to select Balance Forward.)

Customer groups and national accounts determine the default account type for new customer records. You can select a different account type in a customer record, unless the customer is assigned to a national account. (You cannot change the account type for members of national accounts.)

For more information about account types, see About Customer Account Types.

In the Billing Cycle field, type the code for the billing cycle to use for the customer, national account, or customer group, or use the Finder to select it.

For information about billing cycles, see About Billing Cycles.

Use the Credit Bureau Information fields to enter a credit bureau number and rating for the customer or national account.

This field displays the currency assigned to the account set.

You enter all invoices, debit notes, and credit notes for the customer or national account in the account set currency, but you can apply receipts from the customer or national account in other currencies.

If you record credit bureau information for a customer or national account, you can also enter the date on which the credit information was assigned.

Change the date in this field whenever you change the credit information.

Specify how invoices, receipts, statements, and letters are delivered to the national account:

• Mail. Print to your usual print destination.
• Email (national account). Print to a file and email the file to the email address specified for the national account on the Address tab.
• Email (contact). Print to a file and email the file to the contact email address specified for the national account on the Contact tab.
• Email (multiple contacts). If you use the Multiple Contacts (M/T) program, you can use this delivery method to print to a file and email the file to all the contact email addresses specified for the national account in the Multiple Contacts section on the Contact tab.

Note: If you select Customer as the delivery method when printing invoices, receipts, statements, and letters, the program uses the delivery method specified in the customer or national account record.

You assign an interest profile to each customer, group, and national account to specify the method and rates to use when charging interest on overdue amounts, and the general ledger account to which you post interest revenue.

Type the code to use in the Interest Profile field, or select it from the Finder.

Note: You must assign an interest profile to every customer, group, and national account. If you do not charge interest, assign an interest profile with a zero rate.

Interest profiles are first assigned to customers and national accounts by the customer group, but you can change to another profile in the customer record. If you change a customer's group, the new group's interest profile replaces the profile in the customer record, but you can change it as well.

National account customers use the national account's interest profile, and you can change a customer's profile only by changing the interest profile for the corresponding national account.

For information about interest profiles, see About Interest Profiles

This option shows whether you will receive a warning when you enter a transaction for a member customer when the total outstanding balance for the national account is greater than a specified credit limit.

The option selection and credit limit for the customer group are used as defaults when you assign a customer group to a new national account. (In multicurrency ledgers, the credit limit amount specified for the national account currency is used as the default.)

You can change the option and credit limit for the national account if you selected the Allow Edit Of Credit Check option for the customer group.

Note: The option to include pending transactions in credit checks does not apply to credit checks for national accounts.

This option lets you specify for members of the national account the maximum amount that transactions can be overdue for a specified number of days before generating a credit warning when you enter a transaction for a member customer.

Example: If the option stipulates that transactions 90 days or more cannot exceed 250.00, a credit check warning appears when you enter a new transaction for a customer with transactions worth $300.00 that are overdue by at least 90 days.

The option selection, aging period, and exceeding amount specified for the customer group to which the national account is assigned appears as the default for a new national account. (In a multicurrency ledger, the exceeding amount for the national account currency is the default for the national account.)

If you select the option, enter the number of days overdue and the amount that a national account's overdue transactions must exceed to issue a warning.

The credit check information you specify for the national account is used as the default when you add new customers to the national account.

You can change the option selection, aging period, and exceeding amount if you selected Allow Edit Of Credit Check for the customer group.

In each customer or national account record, you can record a number that is assigned for the business by a credit bureau. You can change this number at any time.

Select this option if you want to print the statements for this national account, rather than for the individual member customers.

Note: You can indicate in the customer records whether to print statements for the member customers of the national account. However, once you print a statement for the national account, you cannot also print separate statements for the member customers.

For multicurrency customers or national accounts who do not use the functional currency, you specify the default rate type to use to convert transactions into the functional currency. When entering transactions for the customer or national account, you can change the rate type, if needed.

To specify the rate type, type its code or use the Finder to select it. You must specify a rate type that is defined for the company in the Currency screens in Common Services.

In each customer or national account record, you can record a code that indicates the account's credit rating, such as a rating that is assigned by a credit bureau.

You can enter a new rating at any time.

Use the Amount column on the Statistics tab to view, edit, or add the total amount of the invoices, receipts, credit notes, and other documents that were processed for the customers and national accounts in the group during the displayed period.

If you are entering statistics as part of the setup of your Accounts Receivable ledger, do not include amounts you will post to the group's customers when you enter historical and year-to-date Accounts Receivable transactions.

Statistics are automatically updated as you post transactions to the customers and national accounts in the group.

You can change these amounts if the Allow Edit Of Statistics option is selected for customers on the Processing tab of the A/R Options screen.

Accounts Receivable keeps track of the average number of days it takes each customer (or all the customers assigned to a customer group or national account) to pay each invoice, and displays the figure in the Average Days To Pay field. You cannot change the figure.

The figure for each period is calculated by dividing the total number of days it took to pay the invoices that were fully paid in the period by the number of invoices that were issued to the account, both in the displayed period and in prior periods.

Use the Count column on the Statistics tab to view, edit, or add the total number of invoices, receipts, credit notes, and other transactions that were processed for the account during the displayed period.

Important! If you are entering statistics as part of the setup of your Accounts Receivable ledger, do not include amounts you will post for the customers when you enter historical and year-to-date Accounts Receivable transactions. If you do, the amounts will be added twice to the statistics.

If you use multicurrency accounting, period statistics are recorded in the currency used by the customer or national account, as well as in their equivalent values in the functional currency. You can choose whether to view or edit statistics in the customer's currency or the functional currency.

Use this Currency field to select the currency in which to display statistical totals.

Select the fiscal period for which you are entering or viewing statistics.

The type of period by which you keep statistics is determined by the selection for the Period Type option for customers, customer groups, and national accounts on the Processing tab of the A/R Options screen. (Period types include Weekly, Seven Days, Bi-weekly, Four Weeks, Monthly, Bi-monthly, Quarterly, Semi-annually, and Fiscal Period.)

Accounts Receivable records the length of time it takes a customer (or all the customers assigned to a customer group or national account) to fully pay each invoice, then displays the total in the Total Days To Pay field on the Statistics tab on the Customers screen, the National Accounts screen, and the Customer Groups screen.

The total that appears for a period is the number of days it took to pay all the invoices that were paid in full during the selected period.

You can edit this total, as needed, to set up and update statistics.

The Transaction Types column on the Statistics tab lists all the types of transactions for which totals and numbers are kept.

You can edit, view, and add total amounts and numbers of invoices, receipts, discounts, credit notes, debit notes, adjustments, write-offs, interest charges, returned checks, and refunds.

Important! If you are entering statistics as part of the setup of your Accounts Receivable ledger, do not include amounts you will post for the customers when you enter historical and year-to-date Accounts Receivable transactions. If you do, the amounts will be added twice to the statistics.

Type or select the year for which you want to enter or view statistics.

The type of year by which you keep statistics is determined by the selection of Fiscal Year or Calendar Year for the Accumulate By option for customers, customer groups, and national accounts on the Processing tab of the A/R Options screen.