Accounts Receivable

Customer Maintenance

Creating a new customer account

New customer accounts are raised under the Accounts Receivable menu.

Go to Accounts Receivable      Maintain Customer Account Details      Customer Maintenance

The Customer Maintenance window will be displayed.

To create a new customer, click on Entry on the menu bar.

All new customer codes are by default 7 characters long, alpha & numeric. 

Enter the desired customer code then tab to the Name field. Type the customer’s name. Then Tab.

Note: If the account is a child account, enter the parent customer code in the Bill-to field. For example, if the customer is a Capricorn customer, then the Bill-To should be CAP, that is the Capricorn consolidating account code. Hence all invoices and payments will appear on the Capricorn account.

The next section to be completed is the credit status fields.

Setting the Credit Limits

The credit limits are set up through two fields in Pronto Xi. The Credit Limit and Credit Limit Override fields both drive the Customer Status together. The Credit Limit field set the number of days whereas the Credit Limit Override field set the limit in dollar value. Both fields need to be completed when setting up a customer account.

Click on the magnifying class to choose the appropriate credit limit for the new customer. Below is a list of available limits.

Highlight the appropriate limit then click on Select.

In the Credit Limit Override field, enter the credit limit in dollar value for the new customer. In the example above, the customer’s credit limit has been set to $5,000.00.

The Customer Status field is usually blank to indicate that the customer can trade and new Sales orders and other transactions can be processed. 

Below is a list of the main customer status flags:

Blank	Customer is active or normal. Sales orders and other transactions can be processed.
N	No Supply  Customer is put in credit hold. Sales Orders can still be processed however they will need to be released or authorised. Receipts can still be processed as per normal.
L	Legal Action Customer account is frozen pending possible legal action. No new Sales orders can be entered against the customer.
C	Closed Account has been closed. No new orders can be created for the customer. Some customer transactions can still be performed, such as cash payments, journal and so on. An account can be set to closed even if there is still an outstanding amount.
D	Deleted The customer account is flagged to be deleted and can now be removed at month end.

The next section to be completed is the Details section.

 

The Housekeeping Period field refers to how outstanding balances will be displayed on the customer account. It is by default an “O - Open Item”, to allow viewing the individual transactions that make up the outstanding balance. 

Choose the appropriate price level, warehouse, Sales Rep, Territory or Terms Discount. 

Then tab to the Address Details section and complete the appropriate fields.

The Customer Definitions section is the next to be completed. 

The customer type is an optional field that allows you to group customers to set up pricing records for different types of customers.

The Currency code is left blank if trading in AUD.

Enter through, click OK.

The Delivery Address screen will be displayed. Complete the delivery address if required or different from the office address.

Click OK.

The last step is the CRM Account Details screen.

Select the Account Type & Region depending on the customer details.

Enquiring on customer account

Go to Accounts Receivable      Enquire on Customer Account

The Enquire on Customer Account screen will be displayed.

By default, the Find menu will be selected. Click on F or the find menu if you want to look up a customer code.

Click on the magnifying glass. The Account Enquiry screen will be displayed.

Click on keyword and then type the name of the customer you are looking for. Click on the customer name and click select.

To view the customer transactions, click in the Transactions menu.

The Current Transactions screen will be displayed.

From the screen above the different document types are:

CN – Credit Note

IN – Invoice 

CR – Cash Receipts

The different menu icons are as below:

Menu	Description
Invoice Note	To view any note relating to the selected invoice.
Batch	To view the invoice batch.
Find by Ref.	Looking for an invoice by the Reference number.
Notes	Notes that are found on the customer account.
Detail	Full transaction details for the selected transaction.
Owe	Shows the balance owing on an individual invoice.
Status	To change the status of a transaction.
History	Display the customer transaction history.
All	Displays all customer transactions – current & matched.
Sales Order	Enquire on Sales Order for the transaction.
Balance	Displays debit and credit columns and the balance.

Customer invoicing – Non-stock items

This section describes how to raise non-stock related sales invoices. The entries are posted to the General ledger.

Note: Sales invoices for stock items are raised through the Sales Order process.

Raising a manual invoice

1. Select Accounts Receivable    AR Transactions        Sales Invoice/Credit Entry    Entry of Manual Invoices

2. Enter through the date.

3. Type the customer code or look it up.

4. Select the order type N – for normal invoicing.

Leave the Order No. blank to allow Pronto to default to the next available number.

5. Type a Customer Reference, then tab

Amend the warehouse if need be. Else accept the default one.

Select Lines if all information in the Invoice Header is correct.

Note: If corrections are needed, select  then tab through the fields to make the necessary corrections.

The Sales Invoice Entry for Order screen will be displayed.

1. Type the General Ledger account or look it up by clicking on the magnifying glass.

2. Shipped Qty – Enter the amount to be sold. The quantity defaults to 1.
3. Item Price - Enter the Item Price.
4. Tax Code – in this instance we are using T for Taxable.

If you click on the magnifying glass, the Tax Codes Tables will be displayed.

5. Enter the description. 

6. Tab
7. Press Esc

8. Select Quit

6. Enter I for Ready to Print.

7. Select Print Order & Finish.

Customer invoicing – Stock items

A sales order is raised under the Sales Order Menu for stock items.

1. Go to Sales Orders    Full Order Entry
2. Press OK to accept the date.    

The Full Order entry screen will be displayed.

3. Enter the necessary details:

2. Enter the customer account.
3. The type is usually N for a Normal Order.

4. Customer Ref: The customer Sales order or Reference could be quoted here.
5. Delivery Date: Enter the expected delivery date.

Tab through. The menu will appear at the top of the screen.

4. Click on Lines.

The Sales Order Entry screen will display:

5. Click on the magnifying glass to look up the item code.

Or type in the stock item code. Tab through.

6. Enter the quantity ordered tab through. 

In the OK? Field leave it to “Y” to confirm the line. Then tab.

The cursor will go to the next line to enter the next item on the order. 

The price on a line can be corrected by selecting the line and then selecting Correct on the menu.

The Normal Line-item screen will be displayed. Tab through to change the Item price if needed in the Pricing section.

7. When all items have been entered, click Quit to complete the Sales Order.

The List of Valid Status Codes screen will display. 

8. Type in I – Ready To Print Invoice. Click OK.

The Order Conclusion screen will display.

9. Select Print Order & Finish.

10. Click OK or press Enter.

Depending on how the customer is set up, the invoice will either be printed locally or emailed to the customer direct.

If you want to view the invoice, press F5 on the keyboard. This will display the Report Manager screen.

11. Click on Other.

 

Email2me – The invoice or selected document is emailed to your email.

Email_out – The invoice is emailed out to the customer email address on the account.

Reprinting a customer invoice

Pronto allows you to reprint (email or print out) a copy of any invoice. Below are the steps to do so:

In the Customer Maintenance screen, go to “Transactions” menu at the top.

Select the invoice that needs to be reprinted by clicking on it. 

Click on Sales Order at the top.

Click on “Reprint”.

Confirm that you want to reprint the invoice.

The spool file will be generated.

Press F5 to open the Report Manager.

Select “List”

Select the invoice line then click on the “Other” menu.

The invoice will be emailed out if you select the “email_out” printer. Should you want a copy to be emailed to your email, choose “email2me”.

Finding a customer invoice

Sometimes one might need to quickly look up a customer invoice. This can be done through the Find Invoice function in Accounts Receivable.

Select “Invoice/Transaction.

Type the invoice number then press Enter.

The Transaction details will be displayed. 

Please note that if you click n Customer at the top, it will take you to the customer account. Similarly, clicking on Order will drill down to the Sales order raised for that invoice.

Banking

Cash Receipts – Cash allocated against customer invoices.

99% of customer receipts will be processed through Workshop IQ. However, cash recipts can also be processed in Pronto IQ. Below are the steps to do so.

Under the Accounts Receivable menu, go to “AR Transactions”, then select Cash Receipts/Cash Allocation.

Select Cash Receipts as per below.

The Bank Selection screen will be displayed. Select the correct bank account.

The Cash Receipts screen will be displayed.

1. Enter the Account code or look up the customer code. Press Enter.

2. A pop-up window will be displayed asking for the date of the transaction. This will be your posting date. When asked to confirm, click Yes.
3. Enter the amount received from the customer.
4. In the Payment Type field, click on the magnifying glass to choose the payment method.

Below is the Tender Type Enquiry table that will be displayed when you click on the magnifying glass:

In this instance, we will choose T for a Direct Debit. To select any payment method/Tender type, click on the line and the press Select as above. Then press Enter again.

The Direct Debit screen will be displayed. Details of the transaction can be entered on that screen.

Based on your practice, enter a meaningful transaction reference to help with tracking the receipts processed. In the example above, we entered this format; customer + date of receipt. Press Enter twice.

The Bank Charges screen will be displayed. 

5. If any bank charges were incurred, the amount should be entered here. Then you can choose if the bank charges need to be charged against the customer.

6. Press OK.

The next field to be completed is the Cash Receipt Allocation one. 

7. Click on the magnifying glass to choose the Cash Receipt mode. The Cash Receipt mode relates to how you want to view the open items to allocate the amount received.

Cash Receipts Mode	Description
M – Manual	Manual allocation allows entry of each reference or invoice number and the allocated amount for each reference/invoice.
A – Automatic	Automatic allocation allows specification of the invoice to settle by entering a range of dates or reference numbers. It is also possible to select to automatically allocate to the oldest outstanding transactions first. The invoices that fall in this range are settled, up to the limit of the amount received.
U – Unallocated	Leaves the received amount as unallocated cash on the selected account for allocation later.
B – Balance	Allows you to allocate amounts to specific ageing periods.
P – Mark & Pay	Allows you to select the invoices to pay from a review screen.
D – Mark & Pay Disc	Marks and Pay with Discount, operates similarly to Mark & Pay, but discount is always applied if this is set up on the customer account whether the transaction falls in the range where discount is applicable or not.
C – No Credits	This option works similarly to the Mark & Pay method but does not automatically pick up any credit transactions with the same reference as the marked transaction. Credit transactions can be marked manually.
X- Outstanding	Like Mark & Pay, but only outstanding amounts are shown.

We will select Mark & Pay in the example.

Press OK.

The Mark & Pay window will be displayed as below.

*Please note that on the top right corner, the full amount being paid and Cash remaining fields are displayed. The Full Amount is the receipts amount from the customer. The Cash remaining field is to show how much is left as you apply the cash against invoices.

To select the invoice paid, highlight the invoice line and then click on .

Select all relevant invoices until cash remaining. As soon as all monies have been applied, the Posting screen will be displayed.

To Post the payment, type in “P” and then press Enter.

You can also Cancel or Edit the receipt at this point, by selecting C (Cancel) or E (Edit).

If you do not need to process any more receipts, press Esc and yes to confirm you want to exit the function. If not, you can still process another receipt. 

When finished, the Batch Control details will be displayed confirming that the posting has been done.

Cash Receipts – Unallocated Cash receipt.

 In some instances, there might be a need to process a receipt as unallocated. This could be because there is no remittance advice available to allocate the cash properly. The steps below explain how to do so.

Under the Accounts Receivable menu, go to “AR Transactions”, then select Cash Receipts/Cash Allocation.

Select Cash Receipts as per below.

The Bank Selection screen will be displayed. Select the correct bank account.

The Cash Receipts screen will be displayed.

1. Enter the Account code or look up the customer code. Press Enter.

2. A pop-up window will be displayed asking for the date of the transaction. This will be your posting date. When asked to confirm, click Yes.
3. Enter the amount received from the customer.
4. In the Payment Type field, click on the magnifying glass to choose the payment method.

Below is the Tender Type Enquiry table that will be displayed when you click on the magnifying glass:

In this instance, we will choose T for a Direct Debit. To select any payment method/Tender type, click on the line and the press Select as above. Then press Enter again.

The Direct Debit screen will be displayed. Details of the transaction can be entered on that screen.

Based on your practice, enter a meaningful transaction reference to help with tracking the receipts processed. In the example above, we entered this format; customer + date of receipt. Press Enter twice.

The Bank Charges screen will be displayed. 

5. If any bank charges were incurred, the amount should be entered here. Then you can choose if the bank charges need to be charged against the customer.

6. Press OK.
7. In the Cash Receipt Allocation field, click on the magnifying glass and select “U – Unallocated”.

8. Click OK.

The receipt wil be posted as an allocated amount straight away. Press Esc to leave the Cash Receipt screen. Click Yes to confirm you want to leave.

The Batch Control pop-up will appear confirming the amount processed as unallocated.

Below is a screenshot of the customer account showing the unallocated payment. The Document type will be CU on the customer account.

Cash Receipts – Allocate Cash receipt processed as Unallocated.

The steps below explain how to allocate a receipt that was processed as an unallocated amount on a customer account.

Under the Accounts Receivable menu, go to “AR Transactions”, then select Unallocated Cash Allocate.

1. Enter the customer account code or look it up.
2. In the Transaction Entry window, enter the posting date.
3. Select the unallocated Cash to be applied in the Unallocated Cash screen as below.

4. Click on Select Item.

The Cash Receipt screen will be displayed. In the Cash Receipt Allocation field, select P – Mark & Pay.

5. Click Ok.

The Mark & Pay window will be displayed. You can now select the invoices against which the receipt needs to be allocated.

The Posting screen will pop-up when all the cash has been allocated. 

Type “P” and Enter to post. 

Cash Receipts – Printing a Bank Slip

The steps below explain how to run an informal Bank slip in Pronto Xi.

Under “AR Transactions” , go to Cash Receipts/Cash Allocation      Bank Slips      Informal Bank Slips

The Informal Bank slip screen will be displayed.

1. Enter the Payment Type. We will use a “T – Direct Debit” based on the examples used above for the Cash receipts. You can click on the magnifying glass to select the correct Payment Type.

2. Enter through up to the Start Bank Account field. Click on the magnifying glass to select the correct Bank account.

By default you should be doing a Bank slip for each Bank account. Hence we will be selecting the same Bank account for the Start and End Bank Account fields.

3. Enter the Trans Date Range in the Start Trans. Date & End Trans. Date fields.
4. Enter through and Click OK. 

The Processing Options screen will be displayed. Click Ok to run the report immediately.

The Informal Bank Slip will be displayed. Click on the Print icon to print the report.

Below is a snippet of the Report and how it looks like.

When done printing, Escape out of the report.

Cash Receipts – Receipt cancellation

In some instances, there might be a need to reverse a Cash Receipt. The steps below explain how to reverse a receipt posted on a customer account.

Under “AR Transactions”, go to Cash Receipts/Cash Allocation           Receipt Cancellation.

1. Select the Bank where the receipt was processed.

The Receipt Cancellation screen will be displayed. The different Receipt Cancellation Options available to view the receipts are:

1	Cancel receipt by specifying the account code.
2	Cancel the receipt by specifying the cheque number.
3	Cancel the receipt by batch number.
4	Cancel the receipt by specifying the receipt date.

2. We will use the Option 1, cancel by specifying the account code in this example. Enter 1, then press Enter.

Next Pronto Xi, will ask for the customer account code.

3. Enter the customer code or look it up. Press OK.

The Receipt Cancellation screen will be displayed. Select the receipt that needs to be cancelled.

4. Highlight the receipt line and then click on Mark.

When you click on Mark, please note that the Total Receipts Cancelled field is now showing the receipt amount that needs to be reversed. 

5. Click on Post to complete the cancellation.

6. Click Yes when asked to confirm cancellation.

7. Enter the transaction date for the cancellation when prompted.

The receipt has now been completed. Pronto Xi will show the Receipt Cancellation screen again ready to process another cancellation. If done, press Escape to finish.

The Batch Totals will pop-up confirming the posting.

AR Transactions

Intra Journal Entry

The Intra Journal Entry function is used to transfer transactions from one customer to another. This is a sub-ledger entry and will not affect the General Ledger.

The transaction can either be a debit or a credit.

In the example below, we will transfer a payment amount that was posted to the wrong customer account. 

Under the Accounts Receivable menu go to       AR Transactions           Intra Journal Entry

1. Enter the Transaction date for the journal.

The Intra Journal Entry screen will be displayed. This screen displays both the debit and credit entry  on the same screen at the same time.

In the From Account section on the left:

2. Enter the customer code where the amount is sitting.

3. In the Reference field, click on the magnifying glass to select the transaction to be transferred.

4. Select the transaction by highlighting the line and then clicking on Select as shown above.
5. Enter some details in the Details field.

When you press Enter or tab through you will now have to complete the “To Account” section on the right of the screen.

6. Select the account where transaction needs to be posted. Enter through.
7. Enter the Transfer amount.

1. Click on Ok to complete the journal posting.

The Batch Control screen will pop-up to confirm posting.

The Automotive Brands account with the transfer (document type JE – Journal Entry) showing.

The ABC Motors account with the transfer showing.