Operation Check List for Accounts Receivable            

 

 Date: _________________      User Name: ________________________________

 

 ENTERING INVOICES:  

 

 ____      1. Prepare Accounts Receivable Invoices for Input.

                   - Flag invoices for New Customers or Address Changes and determine Type of Transaction.

                   - Highlight Invoice Number, Job Number, Amount Due and Retained.

                   - Run an adding machine tape on the Amount Due of all Invoices and Retainage.

 

 ____     2. Edit Customer Master File to ADD new customers or make Name & Address changes.

 

Opt ___  3. Print Customer Master List.

 

    ___     4. Enter Invoices into Accounts Receivable.

                   - If AIA BILLING or T&M BILLING were used to create invoices, those records may

                     appear in this file. If so, Switch to ADD Mode to enter additional invoices.

                   - Verify Customer Name in blue bar at top of the screen.

                   - Enter Amount Due and Retainage as % or dollar amount.

 

  ____     5. Validate, Print and Merge Invoices.

                   - The Activity Date entered controls the Accounting Period in which these sales will

                     appear. THIS DATE IS VERY IMPORTANT!

                   - Check report carefully for errors and compare totals to adding machine tape.

 

 ENTERING PAYMENTS:

 

    ____   1. Prepare Accounts Receivable Payments for Input.

                   - Run an adding machine tape of Check amounts received.

 

    ____   2. Enter Payments received.

                   - First screen shows any Payments entered but not yet posted. To change a previously

                      posted payment, click on it. To enter a NEW PAYMENT RECORD click on the EMPTY BOX.

 

              - Enter Customer Code (or partial code for lookup) and Check Number, then click LOAD

                 OPEN ITEMS.Select Invoices to be paid from list of Unpaid Invoices. (Double click

                 an item to make a PARTIAL PAYMENT)..

 

    ____   3. Validate, Print and Merge Payments.

                   - The Activity Date entered controls the Accounting Period in which these receipts

                      will appear. THIS DATE IS VERY IMPORTANT!

             - Deposit Date is important for BANK RECONCILIATION.

                   - Check that Total Cash Received on the report matches the adding machine tape.

 

    ____     4. Print an Aged Accounts Receivable Report.  (Current A/R Reports Menu).

                 Make sure that Payments posted do not appear on this report.

 

Opt.____   5. Print an Aged Accounts Receivable Report by JOB.