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Accounts Receivable
Version: 15.3
Accounts Receivable 3
Customer Maintenance ................................................................................................................................. 4
Credit Status Tab ............................................................................................................................... 9
Auto Invoicing Tab.......................................................................................................................... 15
Finance Charge ................................................................................................................................ 16
Freight Carrier and Distribution Routing Rules .............................................................................. 16
Miscellaneous Tab in Customer Maintenance ................................................................................. 18
Forms/Reports in Customer Maintenance ....................................................................................... 24
Customer Contacts........................................................................................................................... 25
Ship To Information ........................................................................................................................ 35
Bill To Information .......................................................................................................................... 56
Customer Maintenance User Fields ................................................................................................. 61
Customer Maintenance Documents ................................................................................................. 62
Editing a Customer Entry ................................................................................................................ 67
File Menu in Customer Maintenance............................................................................................... 68
Options Menu in Customer Maintenance ........................................................................................ 69
Reports Menu in Customer Maintenance ........................................................................................ 76
Speed Buttons in Customer Maintenance ........................................................................................ 77
Customer Account Status ................................................................................................................ 84
Invoicing ..................................................................................................................................................... 93
Invoicing Methods ........................................................................................................................... 93
Creating a Quick Invoice from a Sales Order .................................................................................. 94
AR Invoice Field Listing ................................................................................................................. 95
Additional AR Invoice Information............................................................................................... 105
Free Form/Miscellaneous Invoicing .............................................................................................. 111
Create an Invoice from Packing Slip (Uninvoiced Shipments) ..................................................... 112
Create an Invoice for Uninvoiced Sales Orders............................................................................. 116
Invoicing for VMI (Vendor Managed Inventory) Shipments ........................................................ 118
All Customers Invoicing Option .................................................................................................... 119
Auto Invoicing ............................................................................................................................... 120
Cash in Advance Invoicing............................................................................................................ 122
Printing AR Invoices ..................................................................................................................... 127
Other Invoice Menu Items ............................................................................................................. 130
Posting Accounts Receivable Invoices .......................................................................................... 133
Viewing Posted AR Invoices ......................................................................................................... 136
Voiding Posted AR Invoices ......................................................................................................... 141
Viewing Voided AR Invoices ........................................................................................................ 143
Cash Receipts............................................................................................................................................ 144
Entering Cash Receipts-New Batch............................................................................................... 145
Cash Receipt Menu Options .......................................................................................................... 149
Cash Receipt Examples ................................................................................................................. 160
Post CR Batch (group) ................................................................................................................... 162
Deleting a CR Group ..................................................................................................................... 164
View Cash Receipts ....................................................................................................................... 165
Void Cash Receipts ....................................................................................................................... 166
Dunning Letters ........................................................................................................................................ 168
Create a New Dunning Group ....................................................................................................... 169
Associating a Dunning Group to the Customer ............................................................................. 169
Index 181
CHAPTER 1
Accounts Receivable
Introduction to Accounts Receivable
The Accounts Receivable system is an easy-to-use debit/credit posting system for maintaining
customer receivable records.
Overview
The EnterpriseIQ accounts receivable module is made up of four basic functions:
Customer Maintenance
Customer Account Status
Invoicing
Cash Receipts
Customer records may be added, changed, or deleted using the Customer Maintenance
module. The customer files hold all of the information about your customers.
A customer's account status can be quickly checked, by viewing all open invoices on the screen
or through reports. The status shows the customer's credit limit, outstanding balance, open
invoices, as well as an account aging.
Invoicing can be accomplished through the Sales Order system or from the invoicing module.
Invoices generally are based on packing slips generated from the shipping module.
Credit Memos can also be created. These are simply invoices with negative totals. Note that
credit memos can also be generated from the RMA module, found within the Sales and
Distribution section of the EIQ Launcher Bar.
The cash receipts system allows the application of payments to specific invoices and/or open
items. It allows for partial payments, deposits, discounts, and credit balances. Miscellaneous
receipts may also be recorded.
Prior receivables can be entered at any time. AR prior invoices are entered through the main
EIQ Launcher Bar - File - Accounting - Accounts Receivable - Prior. Once the system is
installed, the user may immediately start posting current sales. As time allows, invoices from the
previous accounting system can be entered.
In This Chapter
Customer Maintenance ............................................ 4
Invoicing ................................................................... 93
Cash Receipts .......................................................... 144
Dunning Letters ........................................................ 168
Customer Maintenance
The following module holds all Customer information. Entering customer data is discussed
in detail in the following section.
For information on the fields in the template, please refer to the corresponding sections below.
Region/State This is the Region or State code. Manually enter the state/region, or click on the drop
down arrow next to this field to display a list of states/regions.
Note: The state/region drop down list will only appear if a country where states or
regions apply has been selected first, such as the United States, UK, and Canada.
Post/Zip Can enter up to 10 digits for the post or zip code. If the Zip Code Lookup list has been
created the user can enter the zip code first and then the City and State will
automatically fill in. Or right click on the field and click on ‘Select Zip Code’ to bring up
the pick list of zip codes
(See Zip Code Lookup for more information on the list).
Country Select the Country name from the drop down list. Manual entry is not allowed in this
field. The countries will be in alphabetical order.
Use USA Mask This check box is used for phone and fax numbers. If the box is checked, it maintains a
mask for standard US style phone numbers (7 or 10 digits). If the box is left unchecked,
the US mask is removed and foreign phone and fax numbers can be entered.
Statements If checked, this customer will have a statement printed. The default statement report is
found in the reports menu in Customer Status. There is also a Printer speed button in
Customer Status to print statements. (For more information on the Printer Speed button
see Speed Buttons.)
With the report criteria left blank only the customers with this box checked will have a
statement printed. While trying to print Customer Statements from Customer Status, if
the statements check box is not checked the customer will not show up in the drop down
lists, and users may receive the following error: ‘Warning. No records found based on
entered criteria. Please check From and To values.’
Contact Contact information. This field can contain up to 30 characters.
Contact Email This is the email address associated to the Contact. Select the ellipsis button to enter
the email address.
Telephone Main phone number.
Ext Enter in an extension if known. Enter up to 5 digits.
Fax Fax number.
Note: If the 'Use Discount Parameters' option is checked (Credit Status tab) this
option will be grayed out and cannot be edited.
Currency Select the default currency for this customer if you are using the Multi-Currency option.
(Security can be added to this field to prevent users from editing it).
Notes for EPlant users:
The currency displayed will be the one associated with the customer regardless of the
EPlant the user is logged into.
If the Currency field is left empty (null) then the customer will take on the currency of the
EPlant the user is logged into. For example, if logged into a US$ EPlant and you create
an AR Invoice for a customer who has no associated currency then the AR invoice will
show US$ as the currency.
URL The URL (Universal Resource Locator) for the customer.
Jump to Tier Table - Jumps to the Tier Table listing only the tier discounts that are
associated to the specific customer.
Jump to Customer Central - For systems with a CRM License the system will jump to the
Customer Central Record for that Customer. If the system is not licensed for CRM a
message will appear stating, 'Please Contact IQMS, Inc. to verify license agreement.’
Discount Tier When this option is checked and the ‘Overwrite Header Discount’ option is also checked
Price (in System Parameters->PO and SO Setup tab) the system will look at the customer tier
type and the item tier type combination in the Tier Tables and discount the associated
Tier, whether it is based on 'Price based on Std. Price' or 'Price based on Price Breaks',
by the customer discount percent. If any of this criteria is not filled in,.i.e: customer type,
item type, or one of the pricing options (tier price breaks or Std. Price), the discount is
ignored. If the Overwrite option is not checked and there is a discount associated to the
customer that discount takes precedence over all Tier table discounts.
Note: This option is designed to be used when discount price breaks or Std.
Prices are entered in the Discount Tier table and not price break discount
percents or a tier discount percent.
Note: If the 'Use Discount Parameters' option is checked this option cannot be
checked, they are mutually exclusive.
See Discount Pricing in the Inventory section for more details.
Discount% Enter a discount percentage to be assigned to this customer (if any). If this field is left
blank, the system will look at what is entered under Tier Type if used. All items attached
to this Customer will have this discount applied.
This field can also be used in conjunction with the 'Customer discount % comparison’
option in System Parameters. If the customer has a discount percent and the option in
System Parameters on the Purchase Order and Sales Order Setup tab ‘Customer
discount % comparison’ is checked, the system will compare the selling price on the
Buy/Sell pricing tab in inventory for the quantity on the order to the Standard Item Price
times the customer discount %, and will use the lowest price. If an AKA price is populated
the system will use that price. If the customer does not have a discount % the system will
use the standard pricing hierarchy.
Note: If the 'Use Discount Parameters' option is checked this field cannot be
populated.
Note: Sales orders created prior to updating to the 2015.1 version will not be
prompted.
SIC Code The Standard Industrial Classification (SIC) is a system for classifying industries by a
four-digit code. This field is a user defined drop down list to enter the SIC code associated
to the customer. Right click on the field and select 'Edit User Defined List' to create the list
of codes. Select a code to associate to the customer from the drop down list.
Note: The auto invoicing technique is setup on a customer by customer basis. However, once
setup the system will create all invoices at one time for those customers through the auto
invoicing feature in AR Invoice (See Auto Invoicing).
Note: The system will also create auto invoices for miscellaneous items on a sales order that
have the 'Auto Invoice' option checked in the sales order detail section. This will allow an auto
invoice to be created for miscellaneous items without having to create a packing slip first.
Auto Invoicing is the second tab on the bottom portion of the customer maintenance screen:
Auto Invoicing One Invoice per packing slip: This method simply converts the packing slip to an
Technique invoice verbatim.
One invoice per Unique PO/PS: This method evaluates the packing slip and creates a
separate invoice when the Purchase Order changes.
For example, EnterpriseIQ supports the ability to ship multiple Purchase Orders on a
single Packing Slip. If each order uses a different PO, then this option will create as
many invoices as there are Purchase Orders.
NOTE: If you are using UPS Link to bring over freight charges the auto invoicing
technique must be set up as One Invoice Per packing slip.
Use Ship Date Y: Uses the Ship Date from the Packing Slip for the invoice date.
when Auto
N: Uses the current system date for the invoice date.
Invoicing
Packing Slip Note This note will pop up right after a pick ticket is converted to a packing slip in EIQ as
well as IQRF. When not using pick tickets, this note will pop up when a packing slip
is posted.
Note: A Packing Slip note can be associated to a inventory item (Inventory-
>General tab). If both the customer and item associated to a packing slip have a
note, both notes will display in separate pop up windows.
Preserve RAN # If this is checked, during over-shipping, the program will skip the over-shipments
check. (The over-shipments box where the user must decide to add to the sales
order release or create a second shipment detail record will not come up). The
shipment will just be applied to the release.
Also a trigger has been added that will attempt to keep shipment_dtl.RAN # up-to-
date based on releases_id assigned in the pick ticket. If the packing slip is not
created via pick tickets then it will be based on the shipment_dtl.releases_id. This
will be reflected on the sales order when right clicking and viewing shipments,
shipments will not be allocated to previous releases if a release is deleted.
Price Break Quantity If a quantity is entered in this field when an order is created for an item for the
customer the quantity used to determine the price break will always be this quantity.
This field supersedes all other price breaks including AKA. If the item does not have
a price break for the quantity specified on the customer, the system will use the
price break just below that quantity.
If tier pricing is setup on the item and customer, the system will use the price break
for the quantity specified on the customer and apply the tier discount to it.
NOTE: If a higher quantity is ordered than what is in this field, the price will still be
based on the Price Break Qty on the customer and not the price break associated
with the higher quantity. This may result in a higher price.
Rebate Parameter A Rebate Parameter can be associated to a customer by selecting one from the
pick list accessed by clicking on the search button. When a sales order is created
for the customer the items on the sales order will have the Rebate Parameter field
populated with this parameter. The parameter used is based on a hierarchy: AKA
Item, item, Customer Ship To, Customer. When an AR Invoice for the sales order is
paid in full the system will calculate the amount of the rebate in the Rebate
Manager module.
To remove the parameter from being associated to the customer, right click and
select 'Clear Rebate Parameter'.
Reference This is the default Reference Description and Code that will be applied to CRM
Description / Code Sales Quotations and Sales Order line items for the customer. Reference codes are
used to provide additional descriptive information about the GL entry.
The user may associate a reference code to the Customer by selecting from the
pick list accessed by clicking the ellipsis button in the field. A reference code can be
removed by clicking the eraser button next to the field.
Safety Lead Time The Safety Lead Time is used with the Auto Load feature in the scheduling module.
It specifies the number of days prior to the must start date that the system should
schedule the production run. This field is a customer specific Safety Lead time
which will override the default established in the Scheduling Parameters.
Sales Order Note This note will appear as a message when a new sales order is created or cloned for
the customer. This will also appear if a Quote is converted to a BOM and a Sales
Order, and when a new Sales Quotation is created in CRM.
Select the ellipsis button next to the field to bring up the note entry form. The note
can contain up to 2000 characters.
Ship Complete This works in conjunction with Inventory Availability Mode (not Sales Order based
mode) and Must Ship Dates when adding items to Pick Tickets. When this option is
checked users will only be able to create a pick ticket if all items on the sales order
with the same Must Ship Date are available. If they are not all available then items
will not display on the Ready for Shipping or Possibly Available tabs.
This can be enabled on a per Sales Order basis or for a customer by checking this
option. If 'Ship Complete' is checked in customer maintenance the 'Ship Complete'
check box will automatically be checked on new sales orders. Users have the ability
to toggle the Ship Complete option on a Sales Order.
Notes:
On hand is still soft allocated to the items that were available so that other orders
do not show up to be shipped.
When deleting an item that was set to ship complete from pick ticket a warning will
surface, 'This item is part of a Ship Complete order. Are you sure you want to
continue?'. Users will have the option to select Yes, No, or Cancel (or exit).
Security can be placed on this warning.
Users will be allowed to create a packing slip directly without regard to 'Ship
Complete'. This is because the Ship Complete feature relies on matching Must
Ship Dates, and in Packing Slips a release or ship date is not specified, so the
system has nothing to match to or determine 'complete' from.
Ship Via A Ship Via can be selected by clicking the ellipsis button in this field to access the
pick list. Once selected the Carrier Account # associated to the Ship Via is entered
in the Carrier Account # field. The system will use this to add to sales orders based
on the following hierarchy:
1 Customer Ship To->Carrier tab
2 Customer Ship To->Detail tab
3 Customer Miscellaneous tab
Skip Forecast If this is checked the forecast release warning message will not appear when the
Warning user is creating a pick ticket or a packing slip.
Source Five digit user-defined code, denoting how or through what medium this customer
was obtained.
Tax Usage Type This is used with the Avalara Tax Web Service. This can be set up for the customer
or for a ship to address. Avalara tax call will use the code set on the Ship To
address, if none is found, it will look at Customer Maintenance. This list is created
from the Options menu in the Web Service Settings screen accessed from the Tax
Codes Maintenance list. refer to the Avalara Tax Web Service TechNote for details.
Undership % A percentage can be entered in this field indicating the allowable percentage the
customer can be undershipped. In the Pick Ticket module the system will use this
percentage to calculate the 'Allowable Undership' value which is displayed in the
middle grid. (Ship Qty * 1 - Undership %)
This is also used to determine the ‘Order is within X% of the closing margin’ popup
message that appears during packing slip posting. If this field is null the system will
use the 'Close Sales Orders Short Within %' setting on the Purchase Order and
Sales Order Setup tab in System Parameters.
Use External Labels Check this box to use the External Shipping Label logic within WMSIQ for Pick
Tickets by Serial. This is used for the 'External Label Importer Utility'.
VAT Registration # Users can manually enter the customer's VAT registration number. If using the
Avalara Tax Services, it will be sent to Avalara to calculate VAT taxes. Otherwise, it
is for informational purposes only.
Verify Inventory If this is checked, upon converting the pick ticket to a packing slip for the customer,
before relieving the packing slip will be marked ‘Awaits Inventory Verification’ and ‘Do Not Invoice’.
This can be overridden for a single pick ticket. Note: This only applies if the Global
pick ticket parameter ‘Verify Inventory before relieving’ is NOT enabled. This setting
can be checked for a specific customer Ship To address. If it is not enabled in Pick
Ticket parameters then the system will first look at the Ship To address, then this
setting in Customer Maintenance.
Web Payment Type Select the type of payment this customer can use when placing orders from
WebDirect. The options are: COD, Pre-Paid, On Account, or Credit Card. If a
payment type is selected the user will not be able to choose a different type when
placing an order in WebDirect (the drop down list will be disabled in WebDirect).
Reports/Forms Custom customer forms/reports can be added on the customer level, as well as the bill-
to and ship-to level.
These reports are associated with speed button printing throughout the system (AR
Invoice. Packing Slips, etc.).
The hierarchy the system uses is the bill-to and ship-to level first, if no reports are
found it will look at the customer level, if no reports are found it will look at the reports
set up in Sys Setup->System Parameters->Reports/Forms.
To associate a report with a specific speed button select the ellipsis button in the field
and select the report from the Open form. The browser defaults to the master IQWin32
Reports folder.
Title Use this field to enter in a title (if known), such as President, Vice President, etc. Field
can hold up to 60 characters.
If the Replace Contact option is selected a pick list of active contacts associated to the
customer will appear to choose from.
Inactive contacts can be accessed from the pick list by selecting the Show inactive
toggle.
Default The contact with this box checked will come up as the default contact on all sales
orders.
Note: If there is only one contact in Customer Maintenance the system will populate the
Contact field on the sales order with that contact, regardless of whether it's marked
Default or not. If there is more than one contact and one is marked default the system
will populate the contact field with that contact. If there is more than one contact and
none are marked default, then no contact will populate in this field.
If a customer has no contacts flagged with 'Email Dunning', then the letter will
be printed, and not emailed. By contrast, if the customer has even just one
contact flagged as 'Email Dunning', the letter will be emailed and not printed.
Verification Date This field then can be updated when a contact is verified. Select the verification date
from the drop down calendar. This date defaults to the date the contact was added. The
verification date is also available for contacts on the Ship To and Bill To tab in Customer
Maintenance, and Contacts in CRM's Customer Central. This date will be visible in CRM
Mail Merge and Mass Mailing.
Type This field will display the contact type. It will display SHIP TO for contacts entered on the
Ship To->Contacts tab, BILL TO for contacts entered on the Bill To->Contacts tab and,
null for contacts entered on the main Contacts tab.
EPlant If the system has EPlants, and the customer does not have an EPlant assigned on the
Customer/Credit Data tab, this field will be visible. This will be used as a soft filter when
viewing contacts in Customer records and in Sales Orders. To assign an EPlant to the
contact select the ellipsis button in the field, select the One Plant option, then choose an
EPlant from the drop down list.
When adding a new contact to a Customer Ship To record, if that Ship To has an EPlant
associated to it, the contact that is added to the Customer Contact tab will have that
EPlant associated to it as well.
User-Defined Nine alpha-numeric and nine numeric user fields are available on the User-Defined tab.
Fields EnterpriseIQ supports user-defined fields to store other data. These fields are
informational only, and EnterpriseIQ does not directly use them. However, they are
available for use on reports. You can modify the label by right clicking on top of the label
and selecting Define Label Text. Enter a more meaningful label text, click OK and the
label is updated. Note that all contacts will use the same label once it is changed.
Address Each contact can gave a specific address associated to them. The address can be
assigned from another tab using the right click options (see below).
Assign to Ship-To Contact and Assign to Bill-To Contact - Select one of the options to add the Contact
to the Ship To or Bill To Contacts tab. When the user selects one of these options, the software
checks for duplicate contact entries and surfaces a warning if duplicates are found. Users may
either continue and add the duplicate contact, or decide not to use the duplicate contact.
Assign address from Ship To, Bill To, or from Customer - An address can be copied from one of the
other tabs for a contact. The 'from ship to' or 'from bill to' will be grayed out based on the contact
source. For instance, if the contact source is 'ship to' then only 'Assign from Ship To' will be
enabled and 'Assign from Bill To' will be grayed out. Note 'Assign from Customer' is always
enabled.
CRM Groups - There are two options available from this right click feature: Add to Group and
Where Used.
Add to Group - Select this option to add the customer contact to a CRM Group. A pick list of
groups will appear. Highlight the group and press Select.
Where Used - This option will open a form showing the CRM Groups the customer contact is
associated to. Groups can be associated to the customer contact from this form as well by
selecting the + button and selecting a group from the list.
Add User
User name The name of the user you are going to give WebDirect access to.
To add WebDirect to the individual contact, use the drop down arrow next to User ID and choose
the user from the list that you want to attach to the particular contact.
Choose the appropriate Ship To and Bill To addresses to associate with this contact. The Bill To
associated with the user will populate the bill to on the sales order. The Ship To address will
populate the ship to information on the sales order unless the customer changes it when they
place the order.
Note: The Ship To address will affect the products the customer sees as well as the ship to
address on the shopping cart:
Products List Filtering – The products the customer will see is based on the Ship To Address
that is assigned to their User ID on the WebDirect section on the Contacts tab in Customer
Maintenance. The system will display all items that are marked ‘OK for Sale on Web’, all
items where the customer is the default listed on the Additional tab in Master Inventory, and
AKA items where the Ship To matches their ship to. If the user does not have a ship to
address associated to them they will only see AKA items that also do not have a ship to.
Ship To Address on Shopping Cart – The address the system will automatically populate this
field with is based on the Ship To Address assigned to their WebDirect B2B User ID. If they
do not have a Ship To address assigned the system will use the customer’s default Ship To
address. If the customer does not have a default ship to address, then the system will use
the first address listed on the Ship To tab in Customer Maintenance.
If a Ship To address is associated to the WebDirect user, sales orders and shipments
displayed in WebDirect will be filtered to show only those associated to the ship to address.
To revoke WebDirect access click on the speed button and the following screen will appear:
Web Reports
Each user can have their own unique set of reports. Select Web Reports and right click in the
white area of the Registered Reports screen to add reports for this user.
WebDirect Security
The security tab allows you to set up which modules the customer and the contact have access
to. If a contact does not have security for a module the menu item will not be visible on the web
page.
Click on the speed button to edit Master Accessible Web Modules. To assign all of the
available modules click on the speed button. This is the list you will use to choose from when
granting rights to customers. The modules available are in the screen below:
In the bottom portion of the security screen select the modules you want to grant access to for
the Contact, again using the drop down arrow list or adding all with the speed button.
User-Defined
This tab displays nine alpha numeric and nine numeric user-defined fields associated to the
contact. These are the same user-defined fields found in CRM->Customer Central->Contacts
tab. Right click on the label and select ‘Define Label Text’ to change the name of the label. The
changes made in CRM will be reflected in Customer Maintenance and vice versa.
Region/State Enter a two digit State code, or use the arrow down menu to select a State.
Ship_To_Id This is the ship to ID associated to the Ship To record. This value is assigned by the
system and cannot be changed.
Default Check this box to set the default ship to address. When sales orders are entered the
default ship to address will be used unless overridden. If the default Ship to is marked
inactive the system will use the next Ship To that is not marked inactive. If all Ship To's
are marked inactive, the system will leave the Ship To field blank.
Ship to Status - A Ship To address can be marked inactive. This will prevent it from appearing in pick
Inactive lists throughout the system, such as in Forecast and AKA Selling in Inventory.
Sales Order Note This note will appear on the sales order in the Ship To Note field and can be used to
convey any specific ship to information at order entry. This note will also display from
the 'Add To Ticket' list when adding items to a pick ticket.
Details Tab
(Fields listed alphabetically)
Carrier Account # This is the carrier account number associated to the Ship Via. Information in this field
can only be entered if a Ship Via is selected as this number pertains to this exact ship
via. If a user attempts to enter a carrier account number without have a ship via filled in
they will receive a warning stating, "Freight Carrier Account # cannot be entered without
having Ship Via. Enter valid Ship Via and try again." If the ship via is changed the
system will blank out the Freight Carrier Account # as they will never be the same for
different ship via carriers.
The system will use this to add to sales orders based on the following hierarchy:
1 Customer Ship To->Carrier tab
2 Customer Ship To->Detail tab
3 Customer Miscellaneous tab
Commission % The percentage of commission.
Division/ A Division/Warehouse may be associated to a customer ship to address. Select the
Division from drop down list. Users can filter by division/warehouse throughout the
Warehouse
system such as Material Exceptions.
(Please see the section on Division/Warehouse for more information).
FOB Each Ship To may maintain a unique FOB designation. If the user selects a FOB that
has the Third Party Billing option checked, a pick list of Third Party Billing addresses will
appear to choose from. This information will carry over to the sales order, shipment, and
the BOL.
Keep Pick Ticket This option can be set per customer ship to. The user can select Default, Yes, or No
Releases from the drop down list.
Separate on PS
Default will use the setting in Pick Ticket parameters. If No is selected the releases will
be grouped on one line item. If Yes is selected the releases will be kept separate on the
packing slip.
Make-To-Order When this option is checked all master inventory items added to a sales order for this
Allocation customer ship to address will be marked as Make To Order items. (Miscellaneous and
Non-Inventory items are not automatically marked as MTO). This enables the user to
hard allocate inventory to the specific line item on the sales order. See the Make to
Order information in the Sales Order Line Item Details section for more information. The
MTO allocation can be set at the customer level or the ship to level. The system will first
look at the ship to followed by customer level.
Rebate Parameter A Rebate Parameter can be associated to a customer ship to address by selecting one
from the pick list accessed by clicking on the search button. When a sales order is
created for the customer for this ship to address the items on the sales order will have
the Rebate Parameter field populated with this parameter. The parameter used is based
on a hierarchy: AKA Item, item, Customer Ship To, Customer. When an AR Invoice for
the sales order is paid in full the system will calculate the amount of the rebate in the
Rebate Manager module.
To remove the parameter from being associated to the customer, right click and select
'Clear Rebate Parameter'.
Note: Sales orders created prior to updating to the 2015.1 version will not be
prompted.
Note: If the salesperson is changed on the ship to level – only those sales
orders for that ship to will be updated. If the salesperson is changed on the
customer level – all sales orders for that customer will be updated.
For example, if you cannot ship on Tuesdays to Customer X, you will need to uncheck
Tuesday. Any due date that was set for that Tuesday will be backed up to Monday ship
date. This will impact ship date and must start date for sales orders, scheduling, pick
tickets and packing slips.
Note: Leaving all Shipment Days unchecked defaults to Mon - Fri as valid ship days.
Preferred Ship Day - This is the day of the week that is the preferred ship day for the
Ship To address. If applicable, select the preferred day from the drop down list. This will
be used in the calculation to determine the Must Ship Date (see below). It is not a
required field.
Note: Using the Preferred Ship Day can cause shipments to be late and should be used
with caution. For example:
Promise Date = 8/11/04 (wed)
Transit Time = 2 days
Valid Ship Days = M-F
Preferred Ship Day = Thursday
The Must Ship Date would be 8/12/04.
Ship To Exclude Date Range - This section is used to establish shipping holidays for the
Ship To address.
Exclude from Transit - If this is checked the shipping holidays will not be included when
calculating transit time.
Notes
Notes This section can be used to enter additional notes about the customer ship to address.
Contacts
Contacts Contacts may be associated with a specific Ship To Address. Type the information in
the fields. The information entered here will also be populated on the Contacts Tab.
Contacts can be added to the Ship To tab from the main contacts tab by right clicking
and selecting 'Assign to Ship-To Contact'. A Ship To contact can be added to the Bill
To contacts from here by right clicking and selecting 'Assign to Bill-To Contact'. The
system will check for duplicates and give the user the opportunity to continue to add
the contact or not.
The option to automatically email forms to Ship To contacts is available. The forms that
can be emailed are:
Order Acknowledgment
Order Acknowledgment - Order Contact
Invoice
Packing Slip
Packing Slip - Order Contact
BOL
Customer Statement
SPC - Inspection Sample Log Report
COC - Certificate of Conformance
Set the Auto EForm field to Y to have that form automatically emailed to the Ship To
Contact. (IQAlert must be setup to email the form).
This option is also available on the Bill To and Customer Contacts. If all three are set
up, all three will receive an emailed form, there is no hierarchy.
These options cannot be checked unless the contact has an email address.
Note: An AR Invoice can only be sent to a 'Ship To' type contact if the 'One Invoice per
Packing Slip' is selected in Auto Invoicing for the customer. This also applies when the
'Auto Email Invoices upon Batch Post’ is checked.
MSDS Notification Method - A customer who is a MSDS customer must have a least one
contact configured with an MSDS Notification Method. This determines how the user
will receive the authored MSDS documentation. Choose the method from the drop
down list (Email Link, Email attachment, Fax, or Mail). The email methods require and
email address.
Consolidator This is another level of distribution above the designated distribution center.
The list of Consolidators is found under the Options menu in Customer Maintenance.
Importers The list of Importers is created from the Options menu in Customer Maintenance.
Exclude If this is checked, sales releases marked with a 'Y' on the Forecast field will not be
forecasted available for shipment on pick tickets. These items may shipped through a packing slip.
releases on pick
ticket
BOL Note The Information in this field can be used for informational purposes and can be added
to the CRW BOL report.
To add a BOL note type in the field or select the Edit BOL Note button and enter the
information in the pop up form. This field can contain up to 2000 characters.
EDI Info
Pick Ticket - Use If this is checked, this ship to address will automatically create a pick ticket for each
Dock ID different Dock ID from the sales order. The Dock ID field is in the middle grid (order
detail section) of the sales order. Like Dock ID's will be combined on one pick ticket.
Select the speed button on the Ship To tab to add shipping address(es) to a Trading
Partner Profile. This button has two options from the drop down arrow: Add this Shipping
Location only to Trading Partner Profile, or Add ALL Shipping Locations. Once an option is
selected a window will appear for the user to select the Trading Partner. Users can apply Ship
To’s to any Customer in the list. There is a check box labeled ‘Current Customer Records Only’
– when checked, the only trading partners displayed in the list will be those that match the
Customer. If the user selects the single Ship To location option, after the Trading Partner is
selected another window will appear displaying the Ship To information with an option to enter
the Ship To Code. If the code is not entered a pop up will indicate this. The user can continue
adding the Ship To by selecting OK. The system will verify that the Ship_To.ID does not already
exist for this trading partner with the same Ship To Id Code. If it does a message will appear and
the Ship To will not be added. The user will be returned to the Trading Partner Profile Ship To
Quick Add window where they can either modify the Ship To Id Code or click Cancel.
If the user selected the ‘ALL Ship To locations’ option from the drop down menu, a pop-up
window will display ‘Add all Ship To locations for trading partner : ? User will need to enter Ship
To Id Code in Trading Partner Profile manually.’ If the user selects OK, all Ship To locations for
the current Customer Maintenance Record will be added to the Trading Partner selected in the
list that do not already exist in Trading Partner Profile. The Ship To Id Code will be left blank.
Forms/Reports
Forms/Reports Custom customer forms/reports can be added on the ship-to level.
These reports are associated with speed button printing specifically for Packing Slips,
PS Bill of Lading, and the Multi-PS Bill of Lading.
The hierarchy the system uses is the bill-to and ship-to level first, if no reports are
found it will look at the customer level, if no reports are found it will look at the reports
set up in Sys Setup->System Parameters->Reports/Forms.
To associate a report with a specific speed button select the ellipsis button in the field
and select the report from the Open form. The browser defaults to the master IQWin32
Reports folder.
User Fields
User 1 - 15 EnterpriseIQ supports 15 user-defined character fields to store other data associated to
the Ship To address. These fields are informational only, and EnterpriseIQ does not
directly use them. however, they are available for use on reports. You can modify the
label by right clicking on top of the label and selecting Define Label Text. Enter a more
meaningful label text, click OK and the label is updated. The user fields have a blue
drop down arrow associated to them. Users can define a list that can be used to
populate the user field rather than manual data entry. To edit the list for a user field,
right click on the blue arrow and select ‘Edit User Defined List’. A list form will appear to
enter the Text selections that will be available when selecting the blue drop down arrow
in the field.
Value 1 - 5 Five user defined numeric fields for informational purposes only. See above.
Documents
From the Documents tab users can add internal documents, external documents and email
correspondence for each ship to. These documents can be set to print with packing slips or pick
tickets.
VMI
VMI toggle For Vendor Managed Inventory, choose when to invoice, either at the time of the
packing slip or at the time the inventory is consumed. Invoices on shipments will
appear in the invoice module like all other shipments. Invoice on Consume will appear
in the invoicing module on the VMI tab. To change the selection, click on the icon next
to this field. Note: Non-VMI items shipped on the same packing slip as VMI Items set to
‘invoice on consume’ will be available to invoice immediately.
VMI Location This is the Ship To address associated with Vendor Managed Inventory. Please see
Vendor Managed Inventory - VMI for further details).
Use If this is checked, the last date the inventory is consumed for an item will be the date of
Consumption the invoice. For example, if you consume Monday, Tuesday and Wednesday and then
date when auto-invoice, the consumption date will be Wednesday. It is not broken out by
invoicing date/invoice.
Reevaluate Unit If this option is checked, upon creating an AR Invoice for the VMI shipment the system
Price based will reevaluate the unit price by comparing the price when the item was shipped to the
upon Invoice current price on the inventory item (based on the hierarchy: AKA Selling, then Buy/Sell
Date tab, and then Std Item Price). If it is different than the system will use the current price
on the inventory item as the unit price for the AR Invoice.
If this is not checked the system will use the price from when the item was shipped
(C_SHIP_HIST.UNIT_PRICE).
Shipping Labels
This tab is used to set up the automation of printing shipping labels during pick ticket creation
from RF (radio frequency scanning). Please see the RF documentation for more information.
Description This is the general description of the label and event.
Prompt If the Prompt box is selected the user will be prompted to print the labels. If it is not
checked the labels will print with no prompt.
Print Sequence Enter the sequence number that the label should be printed if there are more than one.
Carriers
If licensed for Shipping Manager, this tab will be available to add the customer's UPS and FedEx
carriers and their account numbers. When a Shipping Manager record is created and the billing
is the recipient, the system will pull the account number of the corresponding carrier of the ship
to.
Carrier Select the Carrier from the drop down list.
The system will use this to add to sales orders based on the following hierarchy:
1 Customer Ship To->Carrier tab
2 Customer Ship To->Detail tab
3 Customer Miscellaneous tab
Account # Enter the customer's account number associated to the selected carrier.
Validate Address
Select the Validate Address button to verify the ship to address fields for Shipping Manager
and the Avalara Tax Service. If the address is valid a confirm message will appear stating,'
Address Validated'. If the address is validated but there are suggested changes a form will
appear and users may make the suggested changes. If the address is incomplete a form will
appear highlighting in red the field(s) that need to be corrected. Please see the Address
Validation section for more information.
Enter a From and To Weight in the appropriate fields. Select the Ship Via from the drop down list
to be used when the shipment is within these weights. The Type field is a user defined drop
down field used to describe the rule such as Parcel, LTL etc.
If USPS is set up, use USPS -> if USPS is not set up, use FedEx -> if neither USPS nor FedEx
are set up, use UPS -> if no carriers are set up, then use Avalara Tax Service.
Note: If no carriers are set up and Avalara is turned off, then the warning, ‘No address validation
services found, only basic validation performed’ will pop up. Basic validation consists of making
sure all the required fields are populated. If a field is missing then the ‘Incomplete Address’ form
will appear. If formatting suggestions are available, then the suggested changes will appear.
Once all required fields are populated the address will be validated.
If Fedex is setup, use FedEx -> if USPS is also set up, validate the result from FedEx with USPS
to get the required information from USPS to prove that the address was validated using their
service -> if Fedex is not set up and USPS is setup, use USPS service.
Note: Countries supported by USPS and UPS Address Validation Services are the United States
and Puerto Rico.
Note: Countries supported by FedEx Address Validation Services are Antilles, Argentina, Aruba,
Australia, Austria, Bahamas, Barbados, Belgium, Bermuda, Brazil, Canada, Cayman Islands,
Chile, Columbia, Costa Rica, Czech Republic, Denmark, Dominican Republic, Estonia, Finland,
France, Germany, Greece, Guatemala, Hong Kong, Italy, Jamaica, Malaysia, Mexico,
Netherlands, New Zealand, Norway, Panama, Peru, Portugal, Singapore, South Africa, Spain,
Sweden, Switzerland, Trinidad and Tobago, United Kingdom, United States, Uruguay,
Venezuela, Virgin Islands.
Note: If the only service available at the time of validation does not support the country
associated to the address, a warning will display: "No address international validation services
found, only basic validation performed". Basic validation consists of making sure all the required
fields are populated. If a field is missing then the ‘Incomplete Address’ form will appear. If
formatting suggestions are available, then the suggested changes will appear. Once all required
fields are populated the address will be validated.
(Note if the date type is Ship or the ship days are zero then steps one through three are
skipped).
1 The system checks to see if the Option in Pick Ticket->Parameters called ‘Ensure promise
date is valid ship day’ is checked. If it is checked then step 2 is performed. If not skip to step
3.
2 The system takes the Promise Date and ensures that it is not a holiday, excluded day, and
also ensures that it is a valid ship day (i.e. the day is checked). Note: If the promise date falls
on a weekend the system will check whether the ship via carrier has ‘Transit on Weekends’
checked. If it does not (not checked is the default and also what will occur if no ship via is
assigned), the system will back up to a valid ship day.
3 It ensures that it is valid for the Shipping Hours setup for the EPlant or Company in System
parameters.
4 It then subtracts the number of Ship Days associated to the customer’s Ship To address. The
system will check for whether the carrier has the ‘Transit on Weekends’ checked or not to
determine how to count back. For example:
Transit on Weekends is NOT checked - The promise date is the 30th and the ship days = 20.
The Must Ship date is the 2nd because the system counts back 20 days not including
weekends.
Transit on Weekends IS checked - The promise date is the 30th and the ship days = 20 (30 -
20 = 10). The Must Ship Date is the 10th because weekends are included.
When counting back the system will check if the ‘Exclude Transit’ options has been checked for
Shipping Holidays and/or Excluded Days. If it has been checked these days will not be included
in the transit calculation.
1 Then it will snap to the Preferred Ship Day if one is checked in Shipment Days. This could
move the date forward or backward in order to keep the Must Ship Date in the same week
after applying steps one and two (if applicable).
2 The system will then ensure that the preferred ship day that was ‘snap to’ or the day that was
backed up to, is a valid ship day (i.e. it is not a holiday or excluded day). If the day is not a
valid shipping day, the system will back up one day at a time taking holidays, excluded days,
and transit on weekends into account. The day that is returned is the Must Ship Date.
NOTE: The 'Shipping Hours' button on the Enterprise tab in System Parameters is used to assign
shipping hours to specific EPlants. The settings in this form will affect Sales Orders created in
that EPlant. There is also a Shipping Hours button on the Company File Information tab that
affects Sales Orders created in View All.
NOTE: Adding Move Time to a finished good will result in moving up the customer ship date.
Move Time was designed for lower level items and not the finished good. If Move Time is
associated to a FG on a sales order with a promise date that is a ‘Ship’ Date Type, then the
move days are ignored. On a ‘Dock’ Date Type the system would move up the ship date, but on
a ship date type promise date, that is the ship date so the system ignores the move time.
NOTE: Wait Time can be used as an alternative to using move time. This value will be subtracted
from the Must Ship Date and used to calculate the Must Start Date, but the Must Ship Date on
the sales order will not reflect the Wait Time in days (this is just used for calculating the Must
Start Date).
Address 1/2/3 Enter up to three lines of address information. 60 characters for each field.
Bill To Status A Bill To address may be marked as inactive. This will ‘hide’ this address from pick
lists. Pick lists have a button which allows the user to view inactive records if desired.
Country Select a country from the drop down list (manual entry is not allowed). This is
important if you are planning to use the multi-currency option. It sets the default
currency type for this customer.
Contact Enter the primary billing contact here.
Use USA mask This check box is used for phone and fax numbers. If the box is checked, it maintains
a mask for standard US style phone numbers (7 or 10 digits). If the box is left
unchecked, the US mask is removed and foreign phone and fax numbers can be
entered.
Telephone Enter a phone number of the person in charge of billing.
Ext. Enter an extension if known.
Fax Fax number for the billing department (if available).
Remit To This is the unique Remit To address associated to the customer's specific Bill To
address. This feature is commonly used when you require a lock box address to be
used. The drop down will list the addresses entered in the System Parameters->Ship
To tab. Ship To addresses can be added or edited by selecting the Edit Remit To
button next tho this field. Right click and select Clear to remove a Remit to address
from this field.
If the 'Default Remit To Address' check box is checked on an address in System
Parameters->Ship To/Remit To tab when creating a Customer Bill To the system will
populate the Remit To with the default company.
Terms Terms can be associated to the Bill To address. Bill To terms takes precedence over
the customer terms on a sales order. If the Bill To terms is null, the system will use the
Customer Terms entered on the Credit Status tab in Customer Maintenance for the
terms on the sales order.
To clear terms associated to a Bill To address, right click on the field and select 'Clear
Bill To Terms'.
Status Select the current status of this customer’s Bill To from the arrow down menu next to
this field.
Active - The customer Bill To is active with no holds. When a new customer is
created from Customer Maintenance the status will default to Active.
Ship Hold - System will display a Status Exception warning when a new sales order,
pick ticket, or packing slip is created for the specific Bill To associated to the
customer. The Customer # field will display in red on the sales order.
Credit Hold - System will display a Status Exception warning when a sales order, pick
ticket, or packing slip is being created for the customer's Bill To with this status. The
Customer # field will display in red on the sales order. A warning stating they are on
credit hold will appear to the customer in WebDirect and they will not be able to
submit the order.
Mfg Hold - System will display a Status Exception warning when a sales order, pick
ticket, or packing slip is being created for the customer's Bill To with this status. This
will not effect the creation of work orders. To prevent a work order from being created
the user must put the line item on hold in the sales order.
Note: If the customer is on Credit Hold, Ship Hold, or Mfg Hold then the entire
customer (all Bill To's) will be on Credit Hold, Ship Hold, or Mfg Hold. If just a Bill To is
on a Hold status, only Sales Orders related to that Bill To will be placed on Hold.
Note: If the Status Exception warning appears when creating the Pick Ticket, when
the pick ticket is converted to a Packing Slip by the same user in the same session the
warning will not surface again. Credit Hold and Ship Hold will surface the Status
Exception warning when converting a Pick Ticket to a Packing Slip.
Security may be placed on the warning so users can either press OK to proceed or
only Cancel to abort entry.
Notes Use this section to enter in notes about this customer. These notes are informational
only and do not appear anywhere else in the system.
If a customer has no contacts flagged with 'Email Dunning', then the letter will
be printed, and not emailed. By contrast, if the customer has even just one
contact flagged as 'Email Dunning', the letter will be emailed and not printed.
EnterpriseIQ does not use these fields in any reports or forms, but they may be used in any user
defined reports.
List User Fields - The six Note fields have a blue drop down arrow associated to them. Users can
define a list that can be used to populate the user field rather than manual data entry. To edit the
list for a user field, right click on the blue arrow and select ‘Edit User Defined List’. A list form will
appear to enter the Text selections that will be available when selecting the blue drop down
arrow in the field. There is a System Parameter setting (Company File Information->Application
tab) called 'User Defined Dropdown Text Only'. With this option checked the system will only
allow text defined in the drop down list to be entered on user defined drop down fields. This
prevents users from typing data in a 'drop-down' type user field. This can be overridden on each
specific 'Edit User Defined List' form by selecting an option from the 'Select DropDown Style' list:
Drop Down - Free form data entry.
Drop Down List - Predefined Text only.
System Default - Will be based on the setting in System Parameters. Note: Hover over this
field to see the hint which describes these options as well as indicates the current global
setting.
NOTE: Internal documents should be no more than 30 mb due to size limitations. Documents
larger than this size will not be able to be re-imported from a backup.
External
This section enables the user to be able to insert or open documents created in different
applications such as Microsoft Excel Chart/Worksheets, Microsoft Word Documents, Acrobat
Reader, Word pad, Bitmap images, video, sound clips, etc. and map the path to these
documents so that anyone can access them.
Click on the ADD [+] function key located on the Navigator bar.
Use the Open dialog box to locate the document you want to link to this customer. Accept
your choice by clicking Open. If the user has the EIQ Document Control module the user will
first select the Library and then the specific document in that library to be attached rather
than the path.
Double-click on the file name, or select the document and right click. Select [Execute] from
the submenu.
The program will open both the application the document was created in as well as the
document itself.
Print With - Internal or External documents created can be set to print with a Sales Order, Sales
Order Acknowledgment, a Packing Slip, Certificate of Conformance, Pick Ticket, AR Invoice, or
Work Order. Select the option from the drop down list in the Print with field. When selected the
document will automatically print when the corresponding record is printed using the Print speed
button.
Email Correspondence
This section allows the user to attach EMail correspondence related to the customer. To add an
EMail simply drag and drop it from Outlook or other email programs into the form.
The From and Subject fields will also automatically populate with the information from the email.
The date, from, and subject fields cannot be edited.
Comment - A comment can be entered by double clicking the field. Enter the comment in the pop
up box to further describe the email correspondence.
There are three ways to access the Email once associated to the Customer:
Double click on either the Received, From, or Subject fields.
Right click and select View email.
Or select the View email button.
Note: If the email has attachments, or multiple attachments, the total attachment size cannot be
more than 4GB. The size allowance might further be limited by the chosen email program used.
In order to view emails that have attachments, special formatting (e.g. stationary), or images
embedded in the body of the email, the user must go into BDE Administrator and set the BLOB
SIZE to 1000 for the database they are using (i.e. IQORA). See screen shot below:
Note: Dragging and dropping from a local workstation to an RDS desktop does not work. Users
in this environment can drag and drop an email .msg file from a network folder within RDS.
Next, highlight the field to be edited. Once highlighted, start typing. Tab to the next field to
edit.
NOTE: A customer number cannot be edited once it has been created. If a change is required,
delete the customer first, then rebuild the record. This is not recommended, since deleting a
customer can only be accomplished when the customer has no orders, no outstanding invoices
and other criteria.
Delete - When this is selected a confirm message will appear stating, 'Are you sure you want to
delete Customer (Name)'. If Yes is selected the customer will be deleted unless any of the
following apply:
If the customer has an outstanding balance;
If the customer is attached to a BOM; or
If the customer is used in a work order.
(The Customer may be marked Inactive which will ‘hide’ the customer from the pick lists).
Status - Use this function to display the customer’s credit limit, account balance, amount open to
buy, total amount past due, list of open items, and an account aging across the bottom of the
screen. Please see Credit/Sales Information for additional information. If NO invoices are found
for the customer selected, the screen will not change.
New Customer Template - This feature can be used to automate data entry for new customers.
When only one template exists, it will be used to populate the specified fields in Customer
Maintenance for all new Customer records. If there is more than one customer template created,
a pick list displaying all templates pops up when creating a new customer, allowing the choice of
template to use for the new customer. (See Customer Maintenance for details).
Toggle Table/Form View - Allows the user to see the customer information either in a form view or
table view
Tax Codes - Use this option to create the Tax Code Table. The user may setup and describe an
unlimited number of tax codes to the system. Each rate within the tax code allows the entry of a
valid GL account number. To track tax amounts going to the various agencies, enter an
appropriate GL account number.
This section allows a complete breakdown of how a customer may be taxed, if applicable. The
total taxable percentage may be broken down into unlimited segments, each with it's own tax
rate. This allows a unique tax code to be assigned to a particular region or territory. The user
may break down the total tax rate into State, County, City and Local tax percentages. The total
of these individual rates make up the final taxable figure.
Freight - Use this section to set up and maintain the shipping / freight accounts. This information
includes the name of the shipping company and a link to a GL account number.
Tiers - Use this to assign a discount pricing structure to this customer. For detailed information
on Tiers, see Tier Pricing in the Inventory section.
Distribution Centers - This is the list of distribution centers that can be associated with Ship To
addresses for use in the multiple packing slip Bill of Lading module. See Distribution Centers for
details.
Importers - This is the list of Importers that can be associated with Ship To addresses.
Accepted Credit Cards - From this form the user can enter the credit cards they accept. Click on
the ADD (+) button and select the credit card type from the drop down list in the Credit Card
Type field. The credit card information associated to the specific customer is entered on the
Customer Credit Cards list accessible using the Credit Card speed button. (See the Credit Card
documentation for more information).
Inventory Pricing Maintenance - From this module users can update pricing based on a percentage
increase or decrease or a flat amount with an effective date for items associated with a specific
customer. See Inventory Pricing Maintenance for details.
Generate Finance Charges - This function will generate a finance charge invoice for the customer
who has finance charge turned on. Finance Charges parameters are entered under Sys Setup -
System Parameters - AR Setup Tab.
Customer Categories - This is a list of customer categories, and the customer associated to the
categories. See Customer Categories for details.
User Defined Forms - A User Defined Form with additional fields can be created for Customer
Maintenance. These fields can then be used in customized reports. The User Defined Form can
be accessed from the speed button, the User Defined Form tab or from the Options menu. To
set up the form refer to User Defined Forms for details.
Consolidators
This is a list of consolidators.
This information can be associated to a customer on the Ship To->Distribution tab. The
consolidator information will populate in the middle section of a pick ticket.
Importers
This is the list of Importers that can be associated with Ship To addresses for informational
purposes only. This list can be accessed from the Lists menu in System Parameters as well.
This list of importers can also be used in the Shipping Manager module. An importer can be
selected for the Invoice when shipping internationally.
Increment By
Select the Increment By option in the Update Criteria section. Find the item(s) in the list that you
would like to change the price breaks on. To find a specific item, enter information in the white
box at the top of the form based on the sort criteria chosen (Item #, Rev, Description, Class, Ext
Description, Inventory Group, Product Code, AKA Description, AKA Item #, AKA Rev, AKA Kind,
Ship To ID, Ship To Attn, and Ship To City). Advanced filtering is also available. By default only
active items will be displayed. To view inactive items select the Active/Inactive toggle button.
Multiple items may be selected using the toggle buttons or the Ctrl and Shift buttons on your
keyboard. Once the item(s) are selected the prices can be changed based on a Percentage or
Flat Amount. Select the option and then enter the corresponding value. (To enter a decrease put
in a negative number). Enter the effective date from the drop down calendar and the decimal
precision level required (up to six decimals). The effective date can be a date prior to the current
date. A comment (up to 255 characters) can be entered which will populate in the price break
grid in inventory Selling or AKA Selling (depending on whether the customer is the Default or
listed on the AKA Selling tab).
Click on the OK button and the system will calculate the new pricing and populate the selling
price section on the Buy/Sell Pricing tab or the AKA Selling tab in the inventory module. The
Price Date field will populate with the current system date.
Manual Adjustment
Select the Manual Adjustment option in the Update Criteria section. Enter the Effective Date for
the new manually entered pricing using the drop down calendar. Find the item in the list that you
would like to change the price breaks on. To create new prices breaks select the insert record
(+) button. Enter the Quantity and Price. The Effective date will populate with the selected date.
It can be overridden for an individual price break by choosing a different date from the drop
down calendar in the field. Price breaks can be deleted by selecting the delete (-) button.
Existing pricing can be manually adjusted by overriding the current value in any field.
Jump to Inventory - the user can right click on an item in the list to jump to inventory.
Customer Categories
Select Customer Categories from the Options menu in Customer Maintenance to create
customer categories and assign customers to the categories. This can be used to create
categories based on any desired criteria such as different geographical regions, product
categories or for grouping child companies to a parent company. This will provide the ability to
run reports based on the customer categories.
Select the New button from the pick list to create a new category.
Once a category is created select the insert record button in the bottom section to associate
customers to the category. A pick list will appear to select the customers to be added. (The pick
list displays customers associated to the EPlant the user is logged into or those with a null
EPlant). Use the toggle buttons or the shift and Ctrl keyboard buttons to multi-select customers
to add. Select the OK button to add the selected customers to the category. Customers can be
associated to multiple categories.
Territories
This is a list of Territories. The Territories can be linked to employees, associated to Customers
in Customer Central and Customer Maintenance, and associated to an Opportunity Central
record.
To create the list of Territories select it from the Lists menu in CRM, or from the Options menu in
Customer Maintenance.
Note: If a User Defined list of Territories was created in Customer Maintenance prior to the
introduction of this list the system will copy the User Defined list to the TERRITORY table.
To create Territories select the insert record (+) button and enter the information in the fields:
Code Enter a code for the territory (up to 25 characters).
Toggle Form/Table View button allows the user the see the account status information either in
a form view or table view.
Status - Use this function to display the customer’s credit limit, account balance, amount
open to buy, total amount past due, list of open items, and an account aging across the bottom
of the screen. Please see Customer Account Status for additional information. If NO invoices are
found for the customer selected, the screen will not change. If invoices DO exist, then a screen
will appear showing the customers general information and aging information.
Sales Order Activity - Use this function to display the customer’s sales order activity. See Sales
Order Activity below for details.
Sales Orders - Select this button to view a list of existing sales orders associated to the
customer. The Customer Orders form lists all of the orders for the customer. The information
displayed includes the order number, item information, quantity ordered, pricing, etc. The user
can also select a date range using the 'Set Date Range' button and select All Dates or specify a
date range in the From and To fields. Archived orders can be included by depressing the
'Include History' button. The archived orders will be displayed in yellow. By right clicking the user
can jump to the sales order, inventory, customer maintenance, or create a new sales order.
Sales Quotations - This option will be available for users licensed for CRM. This will open a form
displaying the CRM Sales Quotations for the customer. Archived quotations can be included by
depressing the 'Include History' button. The archived sales quotes will be displayed in yellow. By
right clicking the user can jump to the sales quotation, Opportunity, Service Central, inventory, or
create a new sales quotation.
This option is used to establish the customer’s credit card information. This button brings up a
form to enter the customer’s credit card type(s) and number(s). (Please see the Credit Card
documentation for more information).
Add/Edit Bulletin(s)
The Bulletin Board can be used to create messages relevant to a Customer (as well as EPlant,
Work Center, BOM, and Inventory Item) that can be seen in Scheduling, RealTime™ and
ShopData. To create a message select the 'Add/Edit Bulletin(s)' button. The Bulletin Board
Editor will display.
A Bulletin Board can be accessed by selecting the Show/Hide Bulletin Board button in the
modules that have this feature (i.e. Scheduling). The bulletin board will display messages
associated to the EPlant, Work Center, BOM, Inventory Item, and Customer if relevant to the
current work center. The number of Bulletins will display at the top. The messages will be bold
until marked read. Select the blue source header or the text to mark it as read. Select the 'Read
All' button to mark all the messages as read.
Create EIQ Bookmark - This option allows the user to drag and drop the icon onto the desktop
or a folder in order to open the exact Customer up again with one click. Select the EIQ
Bookmark button then drag it to the desktop or folder and drop it. The shortcut will be named
CUSTOMER_id#.eiq by default. This option is also available on the Ship To tab, the bookmark
will be called CUSTOMERSHIPTO_id#.eiq.
Sales Order Activity - Use this function to display the customer’s sales order activity. The
following screen will appear:
Green - Shipped Sales Orders. When a release is shipped, the system will populate the date in
the Ship Date field visible on this form.
Sales Orders can be sorted by any column by right clicking in the information grid. The filter
button can be used to filter the results of the form based on: Class, Company Name, Cust #,
Item #, Item Description, Order #, PO #, Rev, and Status.
Note: The sales order activity pick list only shows items with releases.
The Customer Account Status screen displays the customer's credit limit, account balance,
amount open to buy, total amount past due, list of open items, current status, and account aging
information. The option of being able to print out a status report on this customer is also
available. To access this screen click on the Customer Status icon on the AR tab or from within
the Customer Maintenance form, click on the Status speed button.
General Customer Information: This section displays information such as name, address, contact
from Customer/Credit Data tab in Customer Maintenance, status, terms, and phone.
The user can right click in this section to jump to the Customer Maintenance form.
Also from this section the user can Drill down to Customer Order information by double clicking
anywhere in the form. This form will show all of the customers current orders with the details
and release information.
Speed Buttons
Pick list button allows the user to search for a particular customer.
Toggle Form/Table View button allows the user the see the account status information either
in a form view or table view.
Customer Status Report Print Button easily allows the user to print the Customer Status
report.
Customer Statement Report Print button allows the user to print the customer statement.
(The default report is set in System Parameters->Reports and Forms). While trying to print
Customer Statements from Customer Status, if the statements check box (Customer
Maintenance->Customer/Credit Data section) is not checked the customer will not show up in
the drop down lists, and users may receive the following error: ‘Warning. No records found
based on entered criteria. Please check From and To values.’
Note: When statements are printed for a non EPlanted customer from an EPlant that has no
aging information for that customer, the statement report will print with the text: 'Nothing Due At
This Time'.
Calculate Credit Limit - This allows the user to recalculate 'Open to Buy' for a customer.
Sales Analysis
The Sales Analysis utility summarizes invoice activity for the customer by GL year and period.
To access the Sales Analysis screen click on the button at the top of the Customer Status form
or click on the button in the bottom right on the Customer Maintenance Form/Customer/Credit
Status tab.
This form includes the total number of invoices to date and a calculated average number of days
it takes this customer to pay the invoices in full. (Note: ONACCT activity is excluded from the
sales analysis). This calculation compares the invoice date to the last check date for invoices
paid in full and then divides by how many invoices were paid in full. For example, one invoice
was paid in full in 10 days and another invoice was paid in 30 days the average would be (10 +
30)/2 = 20. (This number is always displayed in whole numbers).
To generate this information, click on the calculate button on the bottom right of the form. To see
the Period Details, double click on the period in the top section that you want to see the details
for.
Highest Balance within GL Year - The third tab shows the highest balance for the current year. To
calculate the highest balance select the start date (within the current year) from the drop down
calendar then click on the calculate speed button. The highest balance between the start date
and today will populate the gray field and a graph displaying the time frame in which the highest
balance occurred will be displayed.
Note: This is restricted to the Current Year. It does not go back to prior years. Also note that
credits and OnAcct type invoices will be included in this calculation.
The highest balance is figured by looking at everyday during the period of time specified
between the Start Date that is entered and today and calculating the difference between the
amount invoiced on that day for the customer and the amount of cash received on that day for
the customer. The day with the highest net is the Highest Balance. The system takes into
consideration any 'beginning balance due' when calculating from the Start Date. If the high
balance is negative there was more cash brought in than the amount invoiced on a particular
day.
If the ‘Include shipments not yet invoiced’ is checked the system will calculate the value based on
quantity shipped * unit price.
The open to buy is recalculated using the values for shipments and/or orders based on what is
checked plus the total amount due (A/R). The calculation is:
Credit Limit - [Total A/R Due + Non Invoiced Shipments (when selected) + SO Releases not
shipped according to time fence days (when selected)] = Open to Buy
Auto-calculate during Order entry - Check this option to have the system calculate the customer’s
credit limit during order entry. If the order quantity will put the customer over credit limit a
warning will appear with three choices. (If the customer's credit limit is null this warning will not
appear).
Credit hold/Continue -This selection changes the customer status to 'Cr Hold' in customer
maintenance and continues with sales order.
Continue -This selection does not change the customer’s status but does continue with the
sales order.
Cancel- This selection cancels the sales order entry process.
Auto-update Credit Status - When this option is checked the system will automatically update the
credit status. This feature requires the 'Evaluate Credit Status' IQAlert action to be set up. (See
the IQAlert http://my.iqms.com/cfs-file.ashx/__key/HelpFile/2014.2/Alert.pdf manual for
details). If the Customer is marked for evaluation then the Past-Due Days field will be visible.
Select an option from the drop down list. This defaults to None. Choose None, 30, 60 ,or 90.
This is used to evaluate if any invoices are past due based on the number of days selected in
order to determine if the customer should be placed on credit hold.
If the Customer is marked to be evaluated, then if one of the following criteria is met the
customer is put on Credit Hold:
1 If the open to buy amount is negative.
2 If the customer has the Past Due Days field populated and an Invoice Due Date minus the
current date is equal to or greater than the entry in the field.
The bottom section displays any payment activity associated with the highlighted invoice such as
check date, Deposit date, amount applied, etc.
The screen defaults to form view (only one invoice is visible at a time) however you can use the
Toggle/View Button and view activity for more than one invoice at a time.
This screen also has a search button in the activity section which will bring up a pick list of
checks within the activity range. The user can search for a certain check using the various fields.
The search button at the top of the form will bring up a pick list of customers.
The invoicing module is where all customer invoices are created and printed. Invoices may
be created for finished goods, raw materials or miscellaneous items such as tool repair. In any
case, you will be able to track the payment history of each invoice as it proceeds through the
accounting process.
EnterpriseIQ allows you a variety of invoicing options. Since EnterpriseIQ verifies every invoice
number entered, duplicates are not allowed. The different methods of invoicing are outlined
below.
Several of the default invoice information fields are derived directly from the Customer master
file. For example, Terms, Bill-To and Ship To addresses, Tax status are all found in the
Customer Maintenance screen and are automatically displayed to the invoice header. While
these fields may be edited during the invoicing procedure, having them setup in the Customer
Maintenance screen will be more efficient.
The Invoicing module also provides several reports, such as Invoice register reports, sales
analysis reports--Accounts Receivable-Detail Aging, Accounts Receivable-Summary Aging,
reprint Unposted Invoices, and others.
Invoicing Methods
The Invoicing module is designed to create invoices in four basic ways. The four basic methods
are:
Create a “Quick Invoice” from the Sales Order - From the Sales Order module, you can quickly
convert an order into an invoice. This system bypasses the packing slip function. It is
commonly used for tooling invoices.
Create an Invoice from a Packing Slip - The most common way to invoice is by creating them
based on a packing slip. You can make invoices from uninvoiced shipments, VMI Shipments,
and/or miscellaneous items.
Create an invoice for Uninvoiced or Partially Invoiced Orders -This method creates an invoice for a
sales order through the invoicing module regardless of whether it has been shipped on a
packing slip.
Free-form/Miscellaneous Invoicing - Create an invoice directly within the Invoicing module to
include items that are not a part of a shipment. This can be used to create a Credit Memo.
From within the Sales Order screen, find or create the sales order that you want to convert.
Click on the “Create a Quick Invoice”. The following prompt will appear “Do you wish to
create an invoice?”
The system will convert the data over to the Invoice. At this point, make any changes or
additions necessary to the invoice before posting. The invoice can even be deleted at this point.
Note: If a user created a quick invoice where an item on the sales order has a negative blanket
quantity, a warning will appear stating, 'Warning!!! Sales order has one or more lines with a
negative blanket quantity. Are you sure you want to create a quick invoice?'. Answering Yes will
create an AR invoice with negative quantity and answering No will cancel and return to sales
order. Security is available for the form.
Date Date of Invoice defaulting to the system date. The date can be changed.
If this date is changed, click or tab out of the field before posting the edit so that the
system will recalculate the Due Date correctly.
Terms Pre-defined terms set in the Customer Maint. Screen. A different term can be selected
by clicking on the drop down arrow. Changing terms affects only this invoice.
Due Date Due date of the Invoice defaulting to the number of days set in the Terms field. If the
Terms field is empty, the due date field will be the invoice date. If the invoice Date is
changed, the user must click or tab out of that field in order for the Due Date to
recalculate correctly.
AR Account GL Account specified for Accounts Receivable Invoices. This is the default account
from System Parameters - GL Setup. This account number can be changed by clicking
on the button to the right of the field, displaying the GL pick list.
Note Fields Three user defined fields for additional invoice information. The labels can be changed
by right clicking on the text and selecting ‘Define Label Text’. These fields can be used
in reporting, and users can sort on them in the AR Invoice pick list and Customer
Status.
The information in these fields will also be visible from the posted AR Invoice and the
lower section of the cash receipt form.
Customer Invoice This is an information only note that comes from the AR Invoice Note field from the
Note Miscellaneous tab in Customer Maintenance.
Comm % This is the percent of commission that will be paid to the salesperson(s) associated
with the line item.
Cost Source The user can assign a Project Manager, Maintenance, Repair and Overhaul, JobShop
work order, or Fixed Assets link to the Line Item. This will link the invoice to the Project,
MRO or JobShop work order and display the AR information in the accounting activity
section of the Project Manager, MRO or JobShop module. (There is no reference to the
AR Invoice in Fixed Assets). To associate the line item with a record, right click and
select Cost Source, choose the source, then select the work order from the pick list.
Once a record is assigned users can right click to jump from the cost source pop up to
the specific record.
Note: For a Project Manager cost source link, the line item can be cost sourced to the
Project or a specific Task. If Cost Source->Project Manager->Project is selected, a pick
list of projects displays. If Cost Source->Project Manager->Task is selected the user
can choose a specific task from the pick list.
To un-assign a cost source, right click and select Unassign Cost Source.
Note: If the GL Account specified has the Cost Source Required option checked in
Chart of Accounts, then a cost source must be entered or the user will get a warning
message stating, ‘GL Account requires entry of a Cost Source’.
Description The description of the item. This field will populate with the information from the sales
order or packing slip and cannot be edited.
Discount % A discount % can be entered in this field which will adjust the unit price. Also, if the Unit
Price is changed, the system will update the Discount accordingly. This field will also
be visible in the AR Posted Invoice form but cannot be edited.
FOB The FOB associated to the invoice. This will come from the packing slip if the AR
invoice is created from one, or if not it will use the FOB from the sales order.
Freight GL This will populate with the GL Account associated to the Freight Company. If the freight
Account company does not have a GL account, the system will use the default freight account in
System Parameters. The GL Account can be changed by selecting one from the drop
down list in this field.
Freight Revenue During AR Invoicing if the FOB on the invoice has the 'Subject to Freight Revenue'
option checked and the Ship To address has a ‘Freight Revenue %’ filled in the Freight
Revenue amount will be calculated: Freight Charge * Freight Revenue %. This amount
can be edited by selecting the right click 'Edit Freight Revenue Amount' option. The
Freight Revenue amount will post to the Freight Revenue GL Account setup in System
Parameters.
Freight Revenue This is the GL account for the Freight Revenue. This is set up in System Parameters.
GL Account The GL Account can be changed by selecting one from the drop down list in this field.
Freight Revenue This is the Freight Revenue % associated to the Customer's Ship To address. This is
% used to calculate the Freight Revenue if applicable.
The Freight Revenue % can be changed. Right click and select 'Freight Revenue %'
and enter a new value in the pop up box. This will only change the % for this invoice (it
will not change the % entered on the Ship To address in Customer Maintenance).
Incl. Price / 1000 This box will automatically be checked if the price per 1000 box is checked on the
Buy/Sell Pricing tab of the inventory item or the Price/1000 is set to yes on the AKA
Selling tab for the item.
This can be checked at the time of invoicing by double clicking on the box. This will
change the pricing on the invoice to show price per 1000 versus individual piece prices.
Item # The item number. This field will populate with the information from the sales order or
packing slip and cannot be edited.
No Post Std Cost This box will automatically be checked if the invoice is a credit memo for an item where
the RMA receipts disposition type is SCRAP. This is checked so the system will not
post anything to standard cost since the parts are not brought back into inventory.
Price / 1000 This is the price per 1000 pieces for the line item. This will populate automatically if the
price per 1000 box is checked on the Buy/Sell Pricing tab of the inventory item. This
field may be edited at the time of invoicing.
PS Freight Charge This is the original packing slip freight charge (ORIG_FREIGHT_PRICE). This value
plus the Freight Revenue equals the Freight Price.
Qty The quantity of items invoicing for.
Ref Code This is the reference code associated with the line item.
Ref Code This is the description of the reference code. The user may associate the invoice with a
Description reference code by selecting from the pick list. Reference codes are used to provide
additional descriptive information about the GL entry.
Reference Information can be manually entered into this field for informational purposes. This field
does not print on the invoice by default.
Rev The revision level of the item. This field will populate with the information from the sales
order or packing slip and cannot be edited.
Sales GL Acct This is the sales GL account number that the invoice will be posted to. This account is
and Description the default set up in System Parameters or if overridden in Inventory it is the account
associated with the item. This field can be changed at the time of invoicing. Choose an
account from the drop down list, or to select the account from the pick list, right click on
the field and select 'Assign Acct# via Pick List'. Security can be placed on this field.
Salesperson(s) The salesperson(s) associated with this customer or part will populate in this field. To
add or change the salesperson(s) information, double click in the field and a
commission form will pop up from which the user can add, edit, or delete
salesperson(s).
Tax Code This is the tax code associated with the line item. To add, delete, or edit the tax code,
click on the ellipsis button in the field and choose a code from the pick list. To delete
the tax code, highlight the code and click the keyboard delete button.
VMI Reference This will display the VMI Reference code that was entered in the Reference # field on
the Consume VMI form. This will be populated if the invoice is manually created or auto
invoiced. The VMI Reference Code can be used when entering cash receipts.
Note: If the System Parameter->AR Setup tab-> 'Edit Only Individual User' is selected, users will
not be allowed to edit or delete an AR Pre-Post Invoice where ARPREPOST.USERID does not
match their user ID. If a user attempts to edit the header or detail section of an AR invoice and
their user ID does not match the user ID on the invoice, a message stating,'User logged in does
not match User ID of Invoice. Cannot Edit or delete'. This setting applies to ALL users except
DBAs.
Repair Information - If the invoice is for a Repair generated from a Return/Repair work order
the user can access the Repair Information. The information displayed is: Support Issue #,
RMA #, and Work Order #.
Build Unit Price Account Split - This allows users to split which GL accounts the system will post
to based on the unit price. Select this option and then select the insert button on the pop up
form and select a GL account from the drop down list. Enter the portion of the unit price that
should post to the selected GL account in the amount field. Repeat the process until all of the
GL accounts and amounts have been entered. If the Total does not equal the unit price an
error will appear stating, "Sum of Split Amounts does not match the Total Amount."
If the tax code field needs to be changed on the invoice, click once on the field to bring up a pre-
defined Tax Code list. Select a valid tax code from this list. This tax amount will be calculated by
the program and added to the total invoice amount. If all of the information on the invoice is
correct and no other changes need to be made, you can save the invoice, by pressing the check
mark on the navigator.
Multi-Currency Conversion information displays all the invoice amounts in any currency
selected from the drop down list. Currencies and Spot Rates are setup under the Sys Setup -
System Parameters - Regional Tab.
Invoice Note Any information added here will print on the bottom of the invoice.
Sales Order Note# Any individual line item notes entered on the Sales Order will be displayed as soon as
a packing slip is posted. These notes will not print on the invoice.
Shipment Note Any notes entered on the Packing Slip for the individual line item will be shown. These
notes will not print on the invoice.
PO#, Order#, If applicable, the Purchase Order #, Sales Order #, Packing Slip #and/or Misc. Order #
PackSlip# (from RMA miscellaneous costs) will be shown.
Tax (tax on the taxable line items). Select the button to view the Tax Breakdown for all
taxable line items. This will include the taxes for freight where a tax used has ‘include Freight’
checked and the line item has a freight charge applied.
Freight (total freight for all line items)
Total (subtotal plus tax and freight).
Speed Buttons
Pick list button allows the user to search for any unposted AR invoices. Note: Invoices
without data in the middle section will also appear in the pick list.
Toggle For/Table View allows the user to see the AR invoice information either in a form
view or table view.
Post Invoice button posts the current invoice displayed. Note: Posting a single invoice is not
restricted only to the user who created it as can be the case when posting all invoices.
Post All Invoices will allow the user to post all invoices that have been entered. Note: User
may only be permitted to post invoices entered by their individual user id. Check Options Menu
for further posting privileges.
View Posted Invoice takes the user to the Posted AR invoice screen. (For more information
see Viewing Posted Invoices).
View Voided Invoice button takes the user to the Voided AR invoice screen.
If you have EDI this button will take you to the Pending EDI form.
Print a Range of Invoices button allows the user to print several invoices at once.
Select this button to access the Scan Document module. The new document (scanned
image) is added to the document library.
When the On Hold box is checked the system will not allow the invoice to be posted.
Do not Email upon Posting - When this option is checked, when posting the invoice the system will
not add the record to the auto_eform table, so the invoice will not be sent as an email. This
option will only be visible if the System parameters -> AR setup tab -> 'Auto email invoices upon
batch post' option is checked. This defaults to unchecked on each new invoice.
Select this button to apply a credit on the invoice for material supplied by the customer. A
Customer Supplied Material credit is only available when the Customer also has a receipt from a
Purchase Order. The button will be available to select if there is a remaining ‘Avail. To Credit’
balance.
Note: The 'Apply' button on the Customer Supplied Material screen will be grayed out if an AP
Invoice exists (posted or pre-posted) for a Vendor associated to a Customer.
For this to function properly the customer must be set up as a vendor in Vendor Maintenance
with the customer selected on the Miscellaneous tab to link the vendor to the customer. Then
the PO receipt can be attached to the AR invoice, thus deducting supplied material amount from
what is billed to the customer.
All received materials from this customer/vendor are displayed along with the quantity available
to credit, amount received, etc. The user can highlight item(s) to be carried over to the A/R
invoice. Posting will affect the ‘accrued receipts’ account number associated to the item if it is
populated, if not the system will use the default accrued receipts account in System Parameters
(GL Setup tab).
Under Options the user can choose ‘Select by PO Detail’ or ‘Select by PO Receipt’. If ‘Select by
PO Receipt’ is selected the user must choose from the lower section. With this option checked
the link to the invoice will be visible when right clicking and selecting ‘Receipts Information’ from
the PO. It will display on the AR tab. (If Select by PO Detail is checked the invoice information
will not be available from the ‘Receipts Information’ screen in PO’s).
NOTE: Do not use this feature if you plan to bill the customer in full and enter in the AP Invoice as
a separate transaction.
Attached Credit Card - Select this button to associate a credit card that will be used to pay this
invoice. The Attached Credit Card form will appear from which the user can select a card already
associated to the customer or create a new card or clear the current attached card. If this
information was entered on the sales order it will be populated with that information. Note the
credit card number is masked in this screen.
Note: For complete information on using credit cards in EnterpriseIQ please refer to the Credit
Card documentation which can be accessed from MyIQMS in the Support->EnterpriseIQ
Manuals section EnterpriseIQ Manuals http://my.iqms.com/support/helpfiles/default.aspx.
Charge Credit Card - This option will bring up the Charge form to process the credit card
transaction for the specific invoice.
Note: For complete information on using credit cards in EnterpriseIQ please see the Credit Card
documentation.
Credit Card Settlement - The Credit Card Settlement screen is used to settle the credit card
transaction. When a credit card payment is “settled,” the funds are transferred from the customer
account to the vendor account. When charging a credit card from an invoice, after settling the
transaction and then posting the invoice, a cash receipt is automatically created.
The Credit Card Settlement module is a separate speed button on the AR tab of the launcher
bar.
Note: For complete information on using credit cards in EnterpriseIQ please see the Credit Card
documentation.
In these cases, inventory is NOT affected, as you will not be selecting an actual item from
inventory, but instead manually filling in the item description.
This is a method used for creating a Credit Memo. In this case, the amount of the invoice is
entered as a negative amount.
NOTE: Credit memos can also be generated from the RMA (Return Authorization) module, found
under Sales/Dist - RMA screen. These credit memos are based on returned items.
Access the invoice module, and press the ADD [+] function key to add a new invoice.
Select from this list the customer of choice. The default information contained in this field
can be modified if needed.
If the customer has a salesperson and commission % associated to them an additional check
box will appear (Apply Cust. Commissions) to apply the commission to the miscellaneous
item.
Press the insert record [+] function key to add a new item. A Miscellaneous Description form
will appear where the user can type a description of what is being invoiced.
The user can optionally enter Commission, tax code, salesperson, GL account, and freight
information. The Sales GL Account will default to the Extra Charges account setup in System
Parameters.
Saving the information will create entries in the total and sub total area.
From the EIQ Launcher Bar under Accounts Receivable, select the Invoicing button.
From within this screen, click on the ADD [+] function key. Four selections will be available
when creating the invoice: Uninvoiced Shipments, Uninvoiced or partially invoiced Orders,
VMI Shipments, or All Customers. (Note: This pop up form appears in the upper left corner
of the screen by default but can be moved. If the form is re-positioned, the location is
remembered this in the registry).
The pick list displays customers with packing slips yet to be invoiced (whether created in a
specific EPlant or in View All). Select the desired customer from the pick list.
NOTE: This list will also include items shipped to VMI locations as well if the option to invoice on
Pack Slip is chosen. The line items for VMI shipments will be yellow.
At the top portion of the Invoice, verify the information such as Terms, AR account, and
period. Terms will come from the Customer Maintenance file but can be changed at sales
order entry or at the time of invoicing. To change the terms, click on the drop down arrow
and select the terms from the list. The due date will automatically change based on the new
terms.
To select a different AR account, click on the Search/Replace Account button to bring up the GL
pick list.
The period displayed is based on the date the invoice was created. The invoice will be posted to
this period. Use the Find Period button to select an alternate period. You can also change the
period by changing the invoice date. Note that if the invoice date is modified, the period will also
change to match the date. However, you may still change the period if you do not want the
invoice date and period to match. In this case, use the Find Period button to select the
appropriate period. A confirm box will appear stating that the invoice date does not fall within the
period dates. To keep the period chosen select OK, otherwise the user has the option to select a
different period or edit the invoice date.
Save all changes before going on to the section for adding the items to be invoiced.
Toggle Selected allows the user to select the current record or de-select if highlighted.
Note: If the Sales Order does not have a Bill To address, when attempting to add an item from
Shipments to an AR Invoice an error will display: "Unable to create Invoice. Bill To address not
assigned."
By clicking on the Shipped so far button, the system will indicate the amount shipped.
A right click option is available to Jump to the Packing Slip associated to the highlighted record.
Click on Close when finished. The system will take a few seconds to transfer the selected
data over to the Invoice.
At this point, make any changes or additions necessary to the invoice before posting or entering
additional invoices. Additional fields can be seen under Invoice Details by using your arrow keys
and scrolling to the right. For instance, the user can enter in any additional charges that may
apply to this invoice such as commission percentages, tax codes, salespeople and freight
charges. If these extra charges are not going to be billed, leave these fields blank.
If all of the information is correct, you can post the invoice or enter in additional invoices.
From the EIQ Launcher Bar under Accounts Receivable, select the Invoicing button.
From within this screen, click on the ADD [+] function key. Four selections will be available
when creating the invoice: Uninvoiced Shipments, Uninvoiced or partially invoiced Orders,
VMI Shipments, or All Customers.
A pick list with all customers with open orders will appear. Select the desired customer from
the list. The default information contained in this header section can be modified if needed.
Click on the ADD (+) button in the middle of the form to bring up the list of invoice items for
the customer selected. The form will appear with the Uninvoiced or partially invoiced Orders
tab on top.
Toggle Selected allows the user to select the current record or de-select if highlighted.
Click on Close when finished. The system will take a few seconds to transfer the selected
data over to the Invoice.
At this point, make any changes or additions necessary to the invoice before posting or entering
additional invoices. Additional fields can be seen under Invoice Details by using your arrow keys
and scrolling to the right. For instance, the user can enter in any additional charges that may
apply to this invoice such as commission percentages, tax codes, salespeople and freight
charges. If these extra charges are not going to be billed, leave these fields blank.
If all of the information is correct, you can post the invoice or enter in additional invoices.
From the EIQ Launcher Bar under Accounts Receivable, select the Invoicing button.
From within this screen, click on the ADD [+] function key and choose the VMI Shipments
option and select (OK).
From the following pick list, select the customer desired. Note that only those customers
with consumed VMI shipments yet to be invoiced are shown here. If you do not see the
customer you want, this indicates that there are no outstanding VMI shipments to be
invoiced for. The default information contained in this header section can be modified if
needed.
Click on the ADD (+) button in the middle of the form to bring up the list of invoice items for
the customer selected. The form will appear with the VMI Shipments tab on top.
Toggle Selected allows the user to select the current record or de-select if highlighted.
Click on Close when finished. The system will take a few seconds to transfer the selected
data over to the Invoice.
Note: On the Customer Maintenance->Ship To->VMI tab there is an option to 'Reevaluate Unit
Price based upon Invoice Date'. If this option is checked, upon creating an AR Invoice for the
VMI shipment the system will reevaluate the unit price by comparing the price when the item
was shipped to the current price on the inventory item (based on the hierarchy: AKA Selling,
then Buy/Sell tab, and then Std Item Price). If it is different than the system will use the current
price on the inventory item as the unit price for the AR Invoice. If this is not checked the system
will use the price from when the item was shipped (C_SHIP_HIST.UNIT_PRICE).
At this point, make any changes or additions necessary to the invoice before posting or entering
additional invoices. Additional fields can be seen under Invoice Details by using your arrow keys
and scrolling to the right. For instance, the user can enter in any additional charges that may
apply to this invoice such as commission percentages, tax codes, salespeople and freight
charges. If these extra charges are not going to be billed, leave these fields blank.
If all of the information is correct, you can post the invoice or enter in additional invoices.
This function is primarily used to create manual or free form (miscellaneous) invoices. It simply
allows you to select a customer, then create manual line item entries.
Once customers are set up for auto invoicing follow the steps below to create invoices:
From the EIQ Launcher Bar under Accounts Receivable, select the Invoicing button.
The following form will appear asking for the maximum date to use to create invoices. This
date specifies for what packing slips an invoice will be generated for. The system will create
invoices for packing slips with this date and older.
The system will go through all uninvoiced packing slips and generate an invoice for those
where the customer has been set up for auto invoicing. The invoices created will appear in
the pick list of open invoices and can be edited.
If all of the information is correct, you can post the invoices or enter in additional invoices.
Auto Invoices can also be created for Miscellaneous Items added to sales orders without
creating a packing slip. If the Auto Invoice check box is checked for the item in the sales order
details section, and the customer is set up for Auto Invoicing, an AR invoice for the
miscellaneous item is created during Auto Invoicing. If the system finds an unposted AR Invoice
for the same order, based on Customer, Bill To Address, and PO #, it will add a new row to that
AR Invoice, otherwise it will create a new AR Invoice. If the AR Invoice is voided the system will
re-evaluate it next time auto invoicing is run and create a new pre-posted invoice. Note: For
EPlant users, when auto invoicing a miscellaneous item the invoice will only be created in the
EPlant associated to the miscellaneous item.
This option is on the General tab in the lower section of the User Tab in Security Inspector.
When this is checked the 'Auto Invoiced' AR invoices for the shipment user will be placed on
hold. During Auto Invoicing, the system will query the user ID for the Shipment
(SHIPMENT.USER_ID) and determine if the user has this option checked. If it is the generated
AR invoice will be marked 'On Hold'.
The AR Invoice must be created from the sales order. The AR invoice posting Debits AR and
Credits the 'Customer Pre-Payments' GL acct in System Parameters. When an invoice is
created for the shipment (after the cash receipt is posted), the header of the invoice is the
Customer Prepayment GL Acct and the line item(s) is the Sales/COGS account. The Customer
Prepayment is Debited, Sales is Credited, Inventory is Credited and COGS is Debited.
Note: If a user creates the invoice from AR Invoice->Uninvoiced or Partially Invoiced Orders then
the Customer Prepaid GL Account is not hit unless manually changed on the invoice before
posting.
Term(s) are created in the Terms table and marked 'Cash in Advance'. (See the Terms Table
section for details).
A sales order is created with the CIA terms assigned. The customer # will be pink and the
line items will display in yellow indicating they are on Ship Hold.
Once the Cash Receipt for the quick invoice created from the Sales Order is received and
posted, the item(s) on the sales order can be shipped. The sales order is not completely
locked down at this point as it is prior to the cash receipt being posted. Users may not add
or delete additional lines, or edit the blanket quantity, but they are able to modify releases.
Releases can only be generated if the Blanket Qty >= Release Quantity. If the release
quantity exceeds the blanket quantity the user will receive an error. Also, for pick tickets, if a
user attempts to make the Ship Quantity greater than the original quantity on a pick ticket, a
warning message is surfaced and does not let the user proceed. A user can make the Ship
Quantity less. Also, if the quantity relieved is more than the Ship Quantity and a user tries to
convert the pick ticket to a packing slip for an item on a Sales Order with a term marked
Cash In Advance, a warning will be surfaced stating, 'This is a Cash in Advance order and
over shipping is not allowed', and the user cannot proceed.
When the invoice is created for the actual shipment (after the Cash Receipt is posted) the
AR Account in the header of the invoice is the Customer Prepayment GL Acct and the line
item(s) GL Account is the Sales/COGS account. Customer Prepayment is Debited, Sales is
Credited, Inventory Credited and COGS Debited. These invoices will not appear in Cash
Receipt pick lists (i.e. Enter by Purchase Order #, Enter by Invoice #) since they were
already paid against the Quick Invoice that was created from the Sales Order prior to
shipment.
Note: Any custom reports that are for agings or use the arinvoice table will need to be modified to
exclude invoices with Cia_invoice = ‘Y’ or there will be two invoices for every sales order.
Print Invoice button prints the current invoice. This will only print the current invoice, it will
not print any attached documents. To print documents attached to the inventory items with the
invoice use the ‘Print Range of Invoices’ feature.
Print Invoice - This will bring up the print range form defaulting to the invoice the user is currently
on only. The user can change the From and To as needed.
Print Range of Invoices - This allows the user to print several invoices at a time. Enter in the range
of invoices to print by selecting from the drop down lists in the From and To fields. This option
will also print any attached documents associated to the inventory items on the invoice that have
the 'Print With' option set to 'Invoice', unless the 'Exclude Attached Documents' option is
checked.
Select the 'Sort by Customer#' check box if you want the printing of invoices to be sorted by the
Customer#.
There is a setting in System Parameters->AR Setup called 'Auto Email Invoices upon Batch Post'. If
this option is checked the system will perform the Auto Email function at the time the invoices
are posted instead of when they are printed. A message will display on the Print Prepost
Invoices screen indicating this option is checked, 'Auto Email Invoices upon Batch Post (in
System Parameters) is set to 'Y' report will not be Auto Emailed.'
Note: This message will not display when printing Posted AR Invoices. The system will allow
users to Auto-Email a posted invoice as the Batch is already posted.
View Posted Invoices - Allows the user to view invoices that are posted. See Viewing Posted
Invoices (see "Viewing Posted AR Invoices" on page 136).
View Voided Invoices - Allows the user to view invoices that have been voided.
View Credit Memos - If the invoice is a credit memo associated with an RMA this option will be
available to view the RMA. This function will take the user directly to the Original RMA
associated with the credit memo.
Browse GL Batches - Allows the users to look at all AR posting for a specific period. Once the
desired period is chosen, the following screen will appear:
Pending Edi’s - displays any EDI transactions that have not been processed.
Options Menu
Ship Via Maintenance - Takes the user to the Ship Maintenance screen in order to make any
additions or needed changes.
Terms - Takes the user to the Terms Table maintenance screen to add or change any
information. See Terms Table for more information.
Tax Codes - Takes the user to the Tax Code maintenance screen to add or change any tax
information. See Tax Codes.
Auto Invoicing - This initiates the Auto Invoicing feature. If a customer is set up for Auto Invoicing
an invoice will be created automatically. Although it can still be reviewed and edited before
posting. To do this select the max auto invoice date and click OK.
Invoice Codes - Takes the user to the Invoice Code Maintenance screen to add or change any
code information.
External Exe.file - Allows the user to convert a batch of AR invoices just posted into a foreign
format. A customized program is needed for this feature. Contact IQMS for further details.
Post Options - Post All for Individual User - Only those invoices created by the user posting will be
posted. Post All for all Users - All invoices will post regardless of who created the invoice. Note:
This does not apply to posting an individual invoice.
Multiselect Detail - This option allows the user to select multiple line items in the middle section of
the invoice for assigning a cost source to multiple items at one time.
Customer Pick list Date - This option will limit the pick list of customers to only those that have
shipments from the selected date to today's date. For example, if the date selected is 8/9/11,
when creating a new invoice using the 'Uninvoiced Shipments' option, only customers that have
a packing slip dated 8/9/11 through the current system date will appear in the pick list. The date
is selected from the drop down calendar in the pop up box that appears after selecting this
option.
Build Unit Price Account Split - This allows the user to create an account split by entering a specific
dollar amount of the unit price to go to a certain GL Account, as compared to the Sales Account
Split option which is based on a percentage. This is done from the right click menu in the item
detail section. See Build Unit Price Account Split.
Reports Menu
Print - displays the reports available to print.
Help Menu
Contents - launches HTML Help.
If the Batch Date selected does not fall within the Period date of the transaction then a
warning message surfaces stating: "The Batch date (mm/dd/yyyy) does not fall within the
Period dates (mm/dd/yyyy – mm/dd/yyyy), Continue posting?".
When 'No' is selected the warning message is closed and the user is brought back to the AR
Invoice to either change the Date of the Invoice or Post again to select a different Batch
Date.
When 'Yes' is selected the AR Invoice is posted.
The warning has a 'Do not show next time' box that when checked the warning will not
display.
NOTE: The batch date does NOT change or modify the period to which the invoice will be posted.
To change the period, modify the Period field on the invoice itself.
Select “Yes” to print the AfterPost report or “No” to return to the main Invoicing screen.
If an error message is received. Click on [OK]. Go back and check the invoice for errors.
Check the Period field on the invoice to see if you are posting to the correct period. It may
be possible that you are attempting to post to a closed or “Never Opened” period. Use the
Period Maintenance function to check and modify your closed and open periods. This function
can be found under the EIQ Launcher menu system under File|Accounting|General Ledger|GL
Setup|Periods Maintenance. Errors may also occur due to missing default GL accounts, such as
'Shipments Pending Invoicing'. The error will state, 'Unable to find GLACCT'.
If posting a batch of invoices, note that each batch may only contain invoices from the same
period. If EnterpriseIQ finds that the group of invoices contains more than one period, the user will
be required to select only one of the multiple periods. Only those invoices that match the
selected period will be posted. If necessary, repeat this routine to post all outstanding invoices.
Under the Options Menu Item, the user has two options for posting a group of invoices:
Post All for Individual User - Only those invoices created by the user posting will be posted.
Post All for all Users - All invoices will post regardless of who created the invoice.
Select Post All Invoices.
Press [Enter] or click “Yes” to accept the date shown, or modify the G/L batch date as
desired. This date does NOT change the period to which the invoice is posted. It is used only
to associate a posting date with the batch record.
NOTE: EnterpriseIQ also stores the system date (the actual date of the transaction, according to
the current date stored within the system) with the same batch record.
A pick list appears and may contain one or more Period records. This indicates that the user
is attempting to post a group of invoices that contain more than a single period. EnterpriseIQ
will only post those invoices that match the selected period.
If the batch of invoices contains only a single period, click on [Select] to continue.
Once a period has been selected, EnterpriseIQ will continue the posting process, leaving any
invoice with a different period on the unposted Invoice screen. Repeat this procedure to post
additional invoices.
Select "Yes" to print the Report or "No" to return back to the main Invoice entry screen.
Select the View Posted AR Invoices from the launcher bar, or select File from the main menu
bar within the Invoicing screen and select View Posted Invoices or select the speed button.
A pick list of posted invoices will appear.
Select the appropriate invoice and click OK. The posted invoice screen will now appear.
Exclude from finance charge - When checked, finance charges will not be computed on the invoice.
Finance Charges are setup for each Customer on the Customer Maintenance screen - Credit
Status tab.
Note 1 - This field can be edited. This can be used to enter the UUID for tracking the Poliza XML
used in the EIQ Tax Reporting Tool. Double click on the field to access the pop up form to enter
text.
The bottom section will display the same information from the un-posted invoice such as the
various notes. The PackSlip # tab will display the packing slip # and the sales order #. There is a
right click jump to sales order option available.
Documents
Each invoice can have documents attached. Select the Documents tab to access them. These
notes may be Internal or External documents, or Email Correspondence. These documents will
remain attached to the invoice after it has been archived.
Tax (tax on the taxable line items). Select the button to view the Tax Breakdown for all
taxable line items. This will not include the taxes for freight even where a tax used has
‘include Freight’ checked and the line item has a freight charge applied.
Freight (total freight for all line items)
Total (subtotal plus tax and freight).
Right Click Functions
Jump to Customer: From the top section right click on the Customer # field to jump to the
Customer Maintenance module.
Edit Terms: From the top section right click on the Terms field to add or edit terms assigned to
AR Invoice.
Edit Due Date: From the top section right click on the Due Date field to modify the due date
assigned to the AR Invoice
Commissions: This function allows the user to view the Commission Split form. If ‘Use
Accrued Commissions When Posting’ is checked in the Options Menu in the Salesperson(s)
module, users cannot make changes to the Salesperson(s), Sales Code, Commission % or
Commission Amount, or Add a line. If ‘Use Accrued Commissions When Posting’ is
unchecked, commissions can be edited from a Posted AR Invoice. Note: Security can be
placed on the Commission % and Total Commission fields, and the right click Commissions
option.
File Menu
Search - Brings up the pick list of all posted invoices which allows the user to search for a specific
posted invoice. The user can access the pick list from the Search speed button also. In addition
to the default pick list, the user can select the drop down arrow next to the search button to
access a pick list that includes the PO number and Packing Slip number.
View Voided Invoices - Takes the user to the Voided Invoice screen.
Create Credit Memo - Allows the user to create a Credit Memo invoice. The credit memo is created
for the exact opposite of the original invoice including freight. Credit memos cannot be created
for a credit memo, if attempted the user will receive an error stating, 'Cannot create Credit Memo
for a Credit Memo'. If credit memos for the invoice are found in the posted table/pre-posted table
a list of existing credit memo invoices will display.
Create Edi File (810) - Allows the user to create an EDI file type 810. All EDI trading partner
information must be setup first. If the invoice amount is a credit the system will use the 81C
transaction type if it is assigned to the customer in Trading Partner Profile, if it is not assigned,
the system will used the 810 transaction. The system will use the SHIPMENT_DTL_ID2 in the
Arinvoice_Detail table when selecting 'Create EDI File (810)' if the SHIPMENT_DTL_ID field is
null. This allows 810 files to be created for credit memos.
Charge Credit Card - This option will allow users to charge the posted invoice to the customers
credit card. If the charge is approved a pop up prompt to ‘Create Cash Receipt for this Invoice?’
with ‘Yes’ or ‘No’ options will appear. If 'Yes’ is selected a Cash Receipt for that invoice and
invoice amount is created (in CRPREPOST_DETAIL). If ‘No’ is selected the system will not
create Cash Receipt. This pop up includes a 'Do not show next time check box'. The system will
remember the last option selected and use that each time. If the charge is denied (or error and
charge did not go through), the prompt will not appear. There is also a speed button for this
option at the top of the form along with the Attached Credit Card speed button to associate a
credit card to be used for payment. For more information on the Credit Card functionality in
EnterpriseIQ please refer to the Credit Card documentation which can be accessed from the
software (Help->Contents menu), or on MyIQMS in the Support->EnterpriseIQ Manuals section
EnterpriseIQ Manuals http://my.iqms.com/support/helpfiles/default.aspx.
From within the Invoice screen, select the speed button for viewing posted invoices or select
File and click on View Posted Invoices.
Enter your name as the person completing the transaction in the Voided By field.
Select the 'Reconstruct AR Prepost Invoice' box to have the system recreate the invoice
being voided. The invoice will be visible from the unposted AR Invoice module and in
Prepost reports.
You can click on "Yes" to continue on with the voiding process or click on "No" to stop.
These instructions are assuming you have selected "Yes."
If the voiding process was successful, a prompt will appear indicating that the invoice was
voided.
To exit this screen, click on the [X] located in the upper right hand corner, or select File from the
main menu bar and select Exit from the drop down menu. This will return you to the View Posted
Invoices screen.
Note: When users attempt to void a posted AR invoice which has a credit memo associated to it
(either pre-posted or posted) a message will appear stating: 'Invoice cannot be voided.
Associated Credit Memo(s) must be voided first.'
Select the View Voided Invoices icon from the main invoice menu bar, or Select File and click
on View Voided Invoices from the drop down menu.
Voided Invoices can be filtered by a particular period, by a single customer, or by all by selecting
one of the speed buttons at the top of the form. When selecting by customer or period a
corresponding pick list will appear to choose the customer or period. The main pick list will then
be filtered based on the selection. Selecting the 'All Invoices' option will display all voided
invoices.
Documents
Each invoice can have documents attached. Select the Documents tab to access them.These
notes may be Internal or External documents, or Email Correspondence.
All transactions involving receipts of cash are recorded in the cash receipts journal.
General Ledger entries are created with a detail or summary posting option for each cash receipt
transaction.
From the EIQ Launcher Bar click on the Cash Receipt icon. A pick list of existing cash receipts
will appear if there are any, if no records exist in this module it will open directly to the
module. Select New from the pick list to create a new record, or select an existing record to
view/edit. A new record can also be created from the module by clicking on the ADD [+]
function key or select File|New Group to enter cash that was received.
The lower two sections contain a subtotal section to help show the current balances, amounts
applied, running totals, etc. These values will update as you add or remove various elements of
the invoice information.
Group/Total Section
The top section contains information about this “group” of checks or receipts. EnterpriseIQ
automatically assigns the Group number. This is not the actual batch number. The batch is not
assigned until the group is posted.
You can open as many groups as you like without having to first post the current group. This
allows you to begin one or many cash receipt sessions without having to complete them
immediately. Search for other Groups using the Search icon on the tool bar.
To begin, you can optionally enter the total amount received in this group of checks in the field
entitled “Total.” This value does not need to be filled in until the group is posted. Remember to
save the entry.
Most of the fields shown in gray cannot be edited. These fields will fill in automatically upon
selecting the ADD [+] function. However, you can change the following fields:
Period - This is the period you are posting to. To change this click on the Edit Period icon and
choose an open period from the Assign Period form. NOTE: The system automatically
changes the posting period to coincide with any cash receipt date change.
EPlant - Assign an EPlant by clicking on the Assign EPlant icon.
Bank account - This is the bank account that will be effected by the cash receipt. To change
the bank account click on the Find Bank Account number icon and select from the pick list.
GL Account - This will be the 'Default AR cash account' assigned on the AR tab in System
Parameters if populated, otherwise it will be the default Cash account from the GL Setup tab
in System Parameters.
Deposit Date - This is the date of the deposit. To change the date click on the drop down
arrow and select a date from the calendar.
Currency - This field specifies the currency for the cash receipt if using the multi-currency
option. The currency defaults to the one associated with the bank account. To change the
currency click on the drop down arrow list next to the field. A pick list of bank accounts
associated with that currency will display to choose from.
Multi-Select EPlants - When logged in as 'View All' this feature enables users to select the
EPlant(s) for customer filtering. This enables users to utilize one Checking/Cash Account for
multiple EPlants. When adding details in the middle section, if there is an EPlant filter applied
then the system will only bring up customers assigned to the selected EPlant(s) or ones with no
EPlant. In the bottom Invoice Details section, if there is an EPlant filter applied, when the Show
Open Account option is selected, only the Invoices associated to the EPlant(s) selected will
display. If entering by Invoice # or by Packing Slip, if either is from a different EPlant a warning
will appear stating, "Invoice (or Packing Slip) is from a different EPlant. Proceed?" There is an
OK and Cancel button (with security).
Note: EPlant specific GL Intercompany accounts must be set up as plugging will not occur. See
Intercompany Setup for details.
Entering Checks
Move to the middle section to enter the actual check(s) and amount(s). To add a check to this
group:
Select the ADD [+] function key from the Navigator bar for this section. Both the Type field
and Ref/Check Date fields will fill in automatically with default payment type (CHECK), or the
customer's 'Cash Receipts Payment Type' (set in Customer Maintenance->Miscellaneous
tab), and today's date. The user will have the option of being able to change the Type to
specify whether this is a ACH (EFT), Check, Wire Transfer, Lock Box, EDI, Cash, credit card,
PayPal, or Adjustment by clicking on the arrow near the Type field.
Enter in an optional Ref./Check # (i.e. check number, receipt, deposit number, etc.). You may
also wish to reference non-customer names in this field. If an On Account invoice is created
from this receipt, the information entered in this field is saved in the posted AR Invoice in
the Invoice Note field. This is useful for PO #’s or % down information.
NOTE: If the Refresh details before insert option is checked, users who enter in the same check
number twice will receive a warning message that the check has already been entered and is in
an unposted cash receipt. This feature is located on the menu bar under Options.
Enter a comment if desired. This comment will also appear on the posted cash receipts form.
Enter in the total check amount. This is the actual amount of the check for the applicable
currency.
The Bank Deposit Amount field will fill in with the check amount automatically if the currency
for the cash receipt is the same as the currency associated with the customer. If the
currencies are different the system will ask for a Bank Deposit Amount. This is the amount
of the check in the Native currency (the currency associated with the entire cash receipt).
Once this amount is filled in the Exchange Rate will be calculated by the system. To make
the check amount and the Bank Deposit amount equal, click on the = icon next to the field.
Documents
In the detail section of cash receipts there is a Documents tab where users can associate
internal or external documents as well as email correspondence to a specific cash receipt
record. This information will also be visible from the posted cash receipts module by selecting
the View Notes speed button.
Continue adding checks until all of the checks for the deposit have been entered. Save the
entry by clicking on the post edit navigator button.
Note: The Cash Receipt form cannot be opened multiple times. If it is minimized and the user
selects the module icon to open the module, the minimized screen will open and not a new one.
Field Listing:
Invoice # This will fill in with the selected invoice number.
Inv. Date The date of the invoice.
Due Date The due date of the invoice.
Reference and This is the reference code description and code. The user may associate the cash
Ref. Code receipt with a reference code by selecting from the pick list. Reference codes are used
to provide additional descriptive information about the GL entry.
Comment A comment can be entered in this field for the specific record.
Notes 1-3 These fields are from the top section of the AR invoice and will display the data from the
invoice if applicable.
Cust # and The custom number and name associated to the invoice.
Customer
Curr. Bal The current balance of the invoice.
Amount The amount being applied to this cash receipt. This will fill in with the whole amount if
the amount of the record in the middle section is greater or equal. If it is not the user will
see a warning stating. "Not all the amounts were applied in full, since the amount of the
check is not enough to cover them." The amount that the system is able to apply will fill
in. For example, if the amount of the check is 7500 and the invoice is for 10000, the
system will populate the amount field with 7500. The amount in the pending balance
due field will be 2500.
Terms The terms from the invoice.
Adj/Dep Acct When the On Account or Misc button is selected the user selects the account where the
receipt will be posted to. The field will populate with the selected GL account and
description.
A Single Check received for multiple customers can be applied through one cash receipt. In the
middle grid of the cash receipts screen, enter in the customer who you received the check from.
In the bottom grid, select enter by invoice number, you can now type in an invoice that is not
attached to the customer in the middle grid. Users will receive a warning but are allowed to
continue. This should be used when one company is paying invoices for multiple sub-companies
and they all have separate customer numbers in EnterpriseIQ.
If there are more than one invoice with the entered number a form will appear for the user
to choose the correct invoice(s).
To ENTER cash received towards multiple invoice’s, on the main menu bar under Options
select insert multiple invoice’s and follow the procedure above. The system will continue to
ask for a new invoice number until you select cancel or close the invoice number screen.
EIQ calculates if the customer payment is within discount date by the check date entered in
second section. If a discount applies, the discount amount will be displayed in the Avail. Discount
field. To accept this value, click the Apply All Discounts or Apply Discount button on the lower form.
Apply all discounts applies discounts to all invoices against the customer's check or Apply
discount only applies the discount to the invoice that is selected. This automatically transfers the
Avail. Discount value to the Applied Discount field. EIQ will automatically reduce the amount of the
invoice by the discount amount. Make any modifications to the discount in this field. The sum of
the discounts applied in the lower grid to the one check will display in the Tot. Appl. Disc. field at
the bottom of the middle section. If the Pending Bal. Due would result in a negative number
based on the calculation from the Current Balance less Amount Applied less Discount Applied a
warning will pop up stating, 'Amount to be Applied ($####) plus Applied Discount ($###) is
greater than the Invoice Total ($###).' Security is available for the OK and Do not show next time
check box.
Note: If the customer is past their discount date, the available discount field will not display the
discount amount. The user must manually calculate and enter the discount amount in this field
and manually reduce the amount applied by that much.
If there is still cash remaining to be distributed, continue applying to invoices until there is a
zero balance remaining. If the invoice is overpaid, the overpayment will show up as a credit
under the “Open to Buy” field in the Customer's Account Status.
NOTE: The Applied So Far value, shown between the middle and lower windows, will update
showing the application of the cash to date.
EnterpriseIQ will not allow the group to be posted until the Left to Apply value is zero.
Use the Form/Table toggle on the lower grid to show more than one application record at a time.
When using the multi-select option, note that the application of payment is made based on the
order the invoices are selected. Therefore, you can easily select the same invoices as shown on
the check stub.
Select the invoice that cash is being applied to by clicking on that field with the mouse. The line
item will be blue once selected.
You can also select multiple invoices for payment. Hold down the [Ctrl] key and click on
individual invoices of choice or hold down the [Shift] key to select a range of invoices. (The
user may also use the toggle buttons in the top right of the form). The entries will change
color to denote that they have been selected.
The bottom of the form will show the amount to be applied (based on the amount received
in the middle section), the Applied so far (based on selected invoices) and Left to apply (To
Be Applied - Applied so far).
Once the invoice or invoices are selected, click on the Assign Selected to cash receipts
button to apply the cash. Select Close to return to the main cash receipt entry screen.
Should a mistake be made during the selection process, the user can delete the entry and
select a different invoice.
NOTE: A warning will be displayed if the total deposit is less than the total of the invoices selected
(Short Pay).
The value which appears in the field entitled “Amount” will be either the invoice balance or the
amount of money to distribute, whichever is less. Notice that when multiple invoices have been
applied to the cash receipt, the information for just one will appear in the form view. The user
can scroll to the other records or to see the multiple records on one screen click on the toggle
button to view the bottom section in grid format.
A list of packing slips associated to the customer will appear. The list is filtered by the EPlant
the user is logged into. Select the packing slip(s) and apply them to the cash receipt in the
same manner as described above in the Show Open Account option.
A list of purchase orders associated to the customer will appear. The list is filtered by the
EPlant the user is logged into. (This will include POs from both archived and non-archived
sales orders). Select the purchase order(s). Select multiple records for payment using the
Shift or Ctrl keyboard buttons, or use the toggle buttons in the top right of the form. The
entries will change color to denote that they have been selected. Once the invoice or records
are selected, click on the Assign Selected to cash receipts button to apply the cash. Select
Close to return to the main cash receipt entry screen.
If you know the specific VMI Reference number, enter it in the dialog box displayed, then
click [OK]. If the VMI Reference number is associated to more than one invoice, a list of
invoices with that VMI Reference number will be displayed for the user to select the specific
invoice.
On Account amounts may be applied to any invoice during subsequent cash receipts
processing.
For miscellaneous cash received, do not select a customer in middle section just put in the check
number and amount. Enter the dollar amount and select a GL account for application in the
bottom section. As long as a customer is not selected in the middle section the cash receipt will
not appear on the aging report.
Use the On Account feature when adjusting the customer's account and no dollars are involved,
for example:
For writing off the amount due or owed to bad debt or other GL account.
When the customer taking their credit to be applied against another invoice or a
reimbursement check is issued.
To enter a cash receipt using the On Account button, click on the Enter On Acct or Misc. button
and the click on the Add [+] function key.
Select an account from the General Ledger account pick list and press [Select]. The
workstation’s screen should resemble the one as shown above.
Note for Multi-Currency users: Where the bank and customer are foreign and an
overpayment is put to an ONAcct invoice, the system will look to see if the GL account
selected in the bottom grid for the adjustment has an Fx account in order to reconcile the Fx
for the bank account. If the GL account selected in the bottom grid does not have an Fx
account associated to it, the system will use the foreign exchange account found in system
parameters.
Note: ONACCT will show as a credit balance on the customer aging; to balance the aging to the
General Ledger, be sure to select the Accounts Receivable GL account. The invoice date will
equal the deposit date from the Cash Receipt group.
Next, enter in the Amount to Apply and remember to Save the entry by selecting the Post/Edit
function key located on the Navigator bar in this section. If additional funds are still needing
to be distributed, follow the steps as mentioned above until the Total Remaining to be
Distributed field is zero.
Notes: When using the On Account option discounts are not allowed. If information is entered in
the applied discount amount and discount account fields the user will receive an error stating,
'Discounts not allowed for On Acct. or Misc entries'.
The information entered in the Ref./Check # field will display in the Invoice Notes for the On
Account invoice.
Refunding a Customer
Occasionally you may have to refund a customer. Below gives a two step option for creating a
refund within EnterpriseIQ:
1 Create a quick check in cash disbursements; select a holding/suspense G/L account to
offset cash.
2 In Cash Receipts, select adjustment in the middle section, zero dollars. In the third section
apply the credit invoice, the Amount field should be 0, enter the credit amount as a negative
in the Discount field. Change your discount account to the holding/suspense G/L account
selected when the quick check was created.
Writing off a Bad Debt (Credit memo is larger than the invoice)
When applying a credit memo to an invoice, and writing off the remainder of the credit memo to
“Bad Debt”, the bottom section of the cash receipt will have two entries.
Select adjustment in the middle section, zero dollars.
Select ADD (+) in the bottom section and pull in the invoice to be applied to the credit memo.
The amount field below the invoice amount field should reflect the full amount of the invoice.
Select ADD (+) again and select the credit invoice.
Write the remainder of the credit memo to bad debt by typing in the difference in the Applied
Discount field and selecting the bad debt G/L account using the pick list.
When charging from a Sales Order the On Account option can be selected. Check this box to
automatically post cash immediately upon settlement instead of waiting for the actual sales
invoice to be generated. This option will be available when charging a credit card from a sales
order (not from invoices).
Note: For complete information on using credit cards in EnterpriseIQ please see the Credit Card
documentation.
Select File / Post Batch..., or select the Post Group button located on the main menu bar.
If the Batch Date selected does not fall within the Period date of the transaction then a
warning message surfaces stating: "The Batch date (mm/dd/yyyy) does not fall within the
Period dates (mm/dd/yyyy – mm/dd/yyyy), Continue posting?".
When 'No' is selected the warning message is closed and the user is brought back to the
cash receipt to either change the Date of the cash receipt or Post again to select a different
Batch Date.
When 'Yes' is selected the cash receipt is posted.
The warning has a 'Do not show next time' box that when checked the warning will not
display.
NOTE: Any transaction in EnterpriseIQ that affects the cash account must have a batch date that
corresponds to the period posting to and the actual date of the CD, CR or GJ.
If the batch posted successfully, a prompt will appear similar to the one shown above. The cash
applied will print out on the aging until the month end closing routine clears any zero balance
invoices. The clearing routine is based on the period in which the cash receipt was posted.
If the invoice has already been paid and the user tries posting the batch, an error will occur. The
error may look something like the following:
Select File from the main menu bar and click on Delete Group. . . from the prompt that will be
shown or click on the DELETE [-] button at the top of the form.
Select "Yes" to remove the batch that you entered. By eliminating a group, you in effect
place the files in the condition as if that remittance had never been entered. The user can
then return to the input routine and re-enter the remittance correctly.
View ALL Cash Receipts--Allows the user to be able to view every Cash Receipt that has been
posted.
View Cash Receipts by CUSTOMER--Enables the user to see the Cash Receipts have been
posted for that particular customer. The screen header shows the name of the customer that is
being viewed.
View Cash Receipts by PERIOD--Allows the option of being able to view Cash Receipts posted
to a particular period.The screen header indicates the selected Period.
Select yes to confirm you wish to void this Cash Receipt. If the cash receipt has been cleared
in the bank manager a warning will appear stating this and the cash receipt cannot be
voided.
Confirm the void date and enter name of person voiding and the reason for the void.
Click OK. The system will ask the user to Confirm the void.
Note: For Cash Receipts posted prior to the 7/12/1999 update cannot be voided, an exception
error will be raised.
View ALL Voided Cash Receipts--Allows the user to be able to view every voided Cash Receipt
that has been posted.
View Voided Cash Receipts by CUSTOMER--Enables the user to see the voided Cash Receipts
have been posted for that particular customer. The screen header shows the name of the
customer that is being viewed.
View Voided Cash Receipts by PERIOD--Allows the option of being able to view voided Cash
Receipts posted to a particular period.The screen header indicates the selected Period.
The Dunning Letters module allows the user to create letters to send by mail or email to
customers regarding past due invoices. Dunning Groups are created and specific letters (Crystal
reports) with the desired language are linked to each group. Letters can be created for each
group for multiple levels of dunning with each level having somewhat stronger language
requesting payment. Then customers are linked to a dunning group in the Customer
Maintenance module.
The Dunning Letters module will evaluate if customers in all groups have any past due invoices
and create the dunning letter automatically if required. The posted past due invoices will
automatically be marked with the dunning level associated to the last letter sent. If the customer
still does not pay a past due invoice, additional letters for subsequent levels can be sent based
on the levels of letters created in the dunning module. Each time a new letter is sent the posted
AR invoice gets updated with the next Dunning Level number. This allows the user to track what
dunning letter has been sent for each specific past due invoice.
To access the Dunning Letters module go to the AR tab on the launcher bar and select the
Dunning Letters button.
Select the ADD (+) button to create a new group. Type the Group name in the field and save the
entry.
Letters - Select the ADD (+) button in the Letters section to assign specific letters to as many
Dunning Levels as desired. A form will appear with the list of Crystal Reports to choose from.
There are three default dunning letters created by IQMS (i.e. dunning _seq1.rpt). Crystal reports
with your desired language must be created before this step. Find the desired report and select
Open. This will assign the report to the Dunning Level. Enter a Description in the field describing
the Dunning Level. The Dunning Level, Date Added, and User ID will fill in automatically.
The Email Subject field is used to enter the email subject for the letter when the dunning letters
are emailed instead of printed. For contacts that have the 'Email Dunning' option checked
(Customer Maintenance->Contacts and Bill To tabs) the system will email the letter instead of
printing it.
If a customer has no contacts flagged with 'Email Dunning', then the letter will be printed, and
not emailed. By contrast, if the customer has even just one contact flagged as 'Email Dunning',
the letter will be emailed and not printed.
Once all letters are assigned to all desired dunning levels the group is complete.
If the letter sequence needs to be adjusted the user can use the Move Up and Move Down
buttons in the Letters section to change the sequences. Both the Description and Report will
change sequence numbers based on the arrow selected.
From the Dunning Letters module select the Send Dunning Letters speed button (or select
Send Dunning Letters from the File menu).
A form will appear listing all the past due invoices associated with the customers that are linked
to the Dunning group. This form will display each invoice number, invoice date, last pay date,
amount left to apply, due date, days late, and billing address information.
To create the letters select the Send button or select 'Send Dunning Letters' from the File menu.
A confirmation box will appear. Select 'Yes' to create the letters.
The summary section displays the number of total recipients, the number of letters sent, number
of failures, and the calculated rate (Sent divided by total Recipients). The elapsed time is how
long the process took.
Note: The generation of letters will fail if the customer is at the highest level, as the system does
not have a letter to generate. The Generate Dunning Letters screen will display a message,
'Failed: Dunning level greater than available levels in group'. A new level can be created, or the
Dunning Level sequence can be changed on the posted AR invoices.
Once completed the user can select the Back button to return to the invoice list or close out of
the form by selecting the X.
Each time a letter is sent the Dunning Level in the posted AR Invoice will automatically be
updated.
NOTE: If a failure with the letter occurs the Dunning Level sequence number will still be updated.
To return the invoice to a prior level the user must adjust the level on each invoice using the
arrow buttons next to the field or typing over the current level. One way to access all invoices for
editing the level is from the Customer Status module. The user can right click on the listed
invoices and select Jump to AR Invoice then change the Dunning Level.
Additional Options
Customer Status - Access to the Customer Status module is available from the View menu in the
Dunning Letters module. After selecting this option a customer pick list will appear, select the
desired customer and the status form will appear to view aging and specific invoice information.
Associated Customers - From the View menu the user can view the customer associated with the
current group. This option is also available by selecting the 'View Customers associated with this
Dunning Letter Group' speed button.
Associated Invoices - From the View menu the user can view the invoices associated with the
current group. This option is also available by selecting the arrow down button next to the 'View
Customers associated with this Dunning Letter Group' speed button and selecting Associated
Invoices. Note: Any invoices that are marked as exclude from dunning will not be displayed in
the window of associated invoices.
Force SMTP - Select this option (Options menu) to Force SMTP email.
Rebates
The Rebate Management module enables users to manage rebate programs. This tool uses
pricing data and user-defined rules and formulas to calculate rebate amounts. In addition to
basic percentage rebate per selected items, rules can be based on total sales volume such as:
$X dollar rebate per $Y total purchases over a certain time frame. The rebates can be set up to
be in effect on a temporary basis by entering effective and inactive dates on the parameter.
These rebate methods can be associated to inventory items, AKA items, customers, and
customer ship-to’s.
Rebates are only issued once AR Invoices are paid in full. Rebates can be satisfied via a cash
disbursement or a credit toward purchases.
Access the rebate parameters from the AR tab on the launcher bar.
The hierarchy used to determine the rebate parameter to associate with the line item on a sales
order is:
• AKA Selling
• Inventory Item
• Customer Ship To
• Customer
When a Sales Order is created the system will populate the Rebate Parameter field based on
this hierarchy. Then when an AR Invoice associated to the sales order is paid in full the system
will add it to the Rebate Management form when the calculate button is selected.
A rebate parameter can be manually added to a sales order by selecting one from the pick list
accessed by clicking on the ellipsis button. To remove a rebate parameter from the line item,
right click and select 'Clear Rebate Parameter'.
Assign To Inventory
The Rebate Parameter field for a customer is located on the Miscellaneous tab. The Rebate
Parameter field for a customer ship to address is located on the Details tab associated to the
Ship To record.
The top section lists the Rebate # along with the customer and total value information.
The middle section displays the AR invoices that are paid in full with the calculated rebate value
based on the rebate parameter. This section also includes approved information.
The lower section displays the details associated to the highlighted invoice such as, sales order
#, item information, rebate parameter, and total rebate.
Calculate Rebates
To calculate rebates select the calculate speed button or select ‘Calculate’ from the Options
menu.
The Calculate process goes out and looks at all AR invoices which are paid in full and have a
total rebate amount, and where the rebate calculation date is null. The system will create a
record in Rebate Manager form using the next sequential rebate #.
When a rebate is approved the Approved By and Date Approved fields will populate with the
user name that approved the record and the date it was approved.
An approved record can be toggled to not approved by selecting the deny button. This will
remove the information from the Approved By and Date Approved fields.
Index