Company Files

Selecting this Menu Item will take you to the Company Data File and Accounts Receivable Control File. You may view or print either of these files and you may create or edit the Accounts Receivable Control File.

The Company File

All company specific data (not financial data) for Accounts Receivable is created and maintained by using the BasicBooks General Ledger. Company data includes such things as company name, address, etc. Selecting Company Data File from the Accounts Receivable Main Menu will allow you to see or print the company data. To change any company data you must use the BasicBooks General Ledger.

Accounts Receivable Control File

The Accounts Receivable Control File is used to set up and manage the default statement messages, account numbers, discount rates, tax rates, terms, and shipping method. As a convenience the default values you enter in this file will be automatically inserted into invoices and customer files when they are created. (You may always override these default entries.) You must complete this Control File before you create customers or enter invoices, payments, or credits. The entry boxes with an asterisk before the title are required. If this is the first time to run BasicBooks Accounts Receivable the Control File window will appear when you first enter the program. The file may be altered after initial set up by selecting:.

Select:

Company Files -> AR Control File -> View/Edit.

Figure: Accounts Receivable Control File

• STATEMENT NOTES - When printing statements for customers you may want to add notes on the bottom of each statement. You may enter up to six ``standard'' notes here which can be automatically inserted on each statement. When you print the statements you will have the option to either change the statement note or eliminate it completely. This function is intended to save time in preparing statements and to add a degree of uniformity in statements. You may wish to have different notes depending on the circumstances of each customer (e.g., a note for overdue amounts and different notes for customers who pay on time). Statement Notes are not required and may be left blank.
• DEFAULT GENERAL LEDGER POSTING ACCOUNTS - Each field marked with an asterisk is required and must be completed. The account numbers you enter in this section are the same as you created in the General Ledger before setting up the BasicBooks Accounts Receivable program. Double click on the Account Number box at the left and the appropriate account selections will appear. Click the account you want and it will be automatically inserted into the box. Do this for each required account. The title of the account will be automatically inserted in the box to the right. The bank account should be the one into which you normally deposit payments received from customers.
  
  Two Optional Sales Account default boxes are provided in the event that you wish to use more than one sales account when entering an invoice. You may either put a default number in each box or leave the box blank. These default values are intended as a convenient time saver when entering invoices. When entering invoices you may always override these default values.
• SALES TAX RATES - Sales Tax Rates are only used in the current version of Accounts Receivable as a ``reminder'' in each customer's file if that customer is to be charged tax. (Sales tax rates may be used in a future order entry program for automatically calculating taxes). Sales Tax Rates are required entries even if you do not collect sales tax. You may include up to three different tax percentage rates in this control file and then select the appropriate one for each customer you create depending on the customer's taxable status. Enter a number in each of the three boxes. (Example: For a 7% tax enter 7 in the box. For a 7.25% rate enter 7.25.) Do not enter the percent sign. If you do not collect this tax you may enter zero (0) in each box.
• DISCOUNT RATES - Discount Rates are not used in the current version of Accounts Receivable but may be used in a future order entry program. (Not required)
• STANDARD PAYMENT TERMS - Payment Terms are not used in the current version of Accounts Receivable but may be used in a future order entry program. (Not required)
• Net Due in XX Days - Enter the standard number of days before an invoice payment is due. When you enter an invoice for a customer the due date for that invoice will be automatically calculated as XX days from the day you enter the invoice.
• DEFAULT SHIPPING METHOD -The default shipping method you enter here will be automatically inserted into the invoice entry widow.

General Ledger

The General Ledger Chart of Accounts is created and maintained using the BasicBooks General Ledger program. Selecting General Ledger from the Accounts Receivable Main Menu will allow you to see or print the Chart of Accounts for the company you are accessing. View Chart of Accounts allows you to see the entire Chart of Accounts on the screen categorized by account type under different tabs. The Print Brief Chart of Accounts selection will print a list of accounts showing only the account number, title, and type. Both of these functions are the same as when selected from the BasicBooks General Ledger main menu.