Epicor Kinetic - Classic User Interface

Accounts Receivable Course

2021.2
Disclaimer
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Accounts Receivable Course Contents

Contents
Accounts Receivable Course..................................................................................................8
Before You Begin....................................................................................................................9
Modules Licensing...........................................................................................................................................9
Audience.........................................................................................................................................................9
Prerequisites....................................................................................................................................................9
Environment Setup........................................................................................................................................11
Workshop Constraints............................................................................................................................13
Overview...............................................................................................................................14
Application Setup.................................................................................................................15
Company Configuration................................................................................................................................15
Set Company Configuration Option for Write Offs..................................................................................17
Maintenance Programs..................................................................................................................................18
Aging Report Format Maintenance.........................................................................................................18
Pay Method Maintenance.......................................................................................................................18
Workshop - Create a Payment Method............................................................................................19
Electronic Interface Maintenance............................................................................................................20
Lockbox Layout Entry..............................................................................................................................20
Workshop - Create a Lockbox Layout...............................................................................................20
Appendix - Lockbox Layout Template...............................................................................................22
Bank Account Maintenance....................................................................................................................23
Bank Account Maintenance Sheets..................................................................................................24
Workshop - Add an AR Payment Method to a Bank.........................................................................24
Debit Notes Only Bank Account.......................................................................................................25
Workshop - Create a Bank Account for Debit Notes Only.........................................................25
Product Group Maintenance...................................................................................................................25
Terms Maintenance................................................................................................................................27
Workshop - Create a Terms Record for Multiple Payments...............................................................27
Workshop - Create a Term with Multiple Discounts.........................................................................28
Create a Terms ID.....................................................................................................................28
Add Discounts to the Terms ID.................................................................................................28
Update a Customer Record......................................................................................................29
Recurring Cycle Maintenance..................................................................................................................29
Workshop - Add a New Recurring Cycle..........................................................................................29
Miscellaneous Charge Maintenance........................................................................................................30
Workshop - Enter a Miscellaneous Charge.......................................................................................31
Add a Miscellaneous Charge Code...........................................................................................31
Attach a GL Control to the Charge...........................................................................................31
Customer Maintenance..........................................................................................................................31
Detail Sheet.....................................................................................................................................32
Billing Sheets...................................................................................................................................33

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Contents Accounts Receivable Course

Tax Exemptions Sheet......................................................................................................................34

Banks Sheet.....................................................................................................................................35
Workshop - Enter a Customer Record..............................................................................................35
Enter Customer Details.............................................................................................................35
Update Customer Terms and Tax Liability.................................................................................35
Enter Bill To Information...........................................................................................................36
Enter Credit Detail....................................................................................................................36
Enter Ship To Information.........................................................................................................36
Enter Contact Information........................................................................................................37
Contact Tracker...............................................................................................................................37
Daily Accounts Receivable Processing.................................................................................38
AR Invoice Entry.............................................................................................................................................38
Actions Menu.........................................................................................................................................38
Transfer...........................................................................................................................................38
Locate Invoice Group.......................................................................................................................39
Copy Invoice Lines...........................................................................................................................39
AR Invoice Types.....................................................................................................................................39
Advance Billing Invoices..........................................................................................................................40
Workshop - Create Advance Billing Invoices.....................................................................................40
Create an Invoice Group...........................................................................................................40
Add an Advance Billing Invoice Header.....................................................................................40
Add a Line................................................................................................................................41
Add an Additional Line.............................................................................................................41
Create Another Advance Billing Invoice....................................................................................41
Add a Line................................................................................................................................42
Print Preview the Invoice Group Edit List...................................................................................42
Post the Invoice Group.............................................................................................................42
Deposit Billing Invoices............................................................................................................................42
Workshop - Enter a Deposit Billing Invoice.......................................................................................43
Enter a Deposit Billing Invoice Header.......................................................................................43
Add Deposit Information..........................................................................................................43
Post the Invoice Group.............................................................................................................43
Advanced Billing/Deposit Balance Report................................................................................................44
Workshop - View Sales Order Balances............................................................................................44
Sales Order Tracker.................................................................................................................................45
Workshop - Use the Sales Order Tracker..........................................................................................45
Shipment Invoices...................................................................................................................................46
Workshop - Ship Customer Orders..................................................................................................46
Ship Sales Order Lines..............................................................................................................46
Add a Miscellaneous Charge....................................................................................................47
Workshop - Invoice Shipments.........................................................................................................47
Create an Invoice Group...........................................................................................................47
Generate Shipment Invoices.....................................................................................................49
Review Miscellaneous Charge Information................................................................................49
Post the Invoice Group.............................................................................................................49

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Accounts Receivable Course Contents

Shipped Not Invoiced Report...........................................................................................................49

Cancellation Invoices..............................................................................................................................50
Workshop - Create a Cancellation Invoice........................................................................................50
Credit Memo Entry.................................................................................................................................51
Workshop - Create Credit Memos...................................................................................................51
Create an Invoice Group...........................................................................................................51
Enter a Credit Memo Header....................................................................................................52
Add a Line Miscellaneous Charge.............................................................................................52
Post the Credit Memos Group..................................................................................................52
Miscellaneous Invoices............................................................................................................................52
Adjust Sales Accounts on AR Invoice Lines.......................................................................................53
Workshop - Enter a Miscellaneous Invoice........................................................................................53
Create an Invoice Group...........................................................................................................53
Create a Miscellaneous Invoice.................................................................................................53
Enter Line Information..............................................................................................................53
Review the Payment Schedule..................................................................................................53
Print the Invoice.......................................................................................................................54
Workshop - Update the Sales Account on a Miscellaneous AR Invoice Line......................................54
Workshop - Create a Miscellaneous Invoice for Tax Only..................................................................54
Create an Invoice Group...........................................................................................................55
Create a Miscellaneous Invoice.................................................................................................55
Add Tax to an Empty Invoice Line.............................................................................................55
Workshop - Create Miscellaneous Invoices for Cash Receipt Write Off.............................................55
Create Miscellaneous AR Invoice for Write Off..........................................................................55
Create Miscellaneous Invoice for Negative Write Off.................................................................56
Workshop - Create an Additional Miscellaneous Invoice...................................................................57
Update a Line Record...............................................................................................................57
Print Preview the Edit List..........................................................................................................57
Post the Invoice Group.............................................................................................................58
Workshop - Print a Draft, Original, and Copy of an AR Invoice.........................................................58
Enable Copy Number Printing...................................................................................................58
Create a Miscellaneous Invoice.................................................................................................58
Print a Draft Invoice Copy.........................................................................................................59
Post the Invoice........................................................................................................................59
Print an Original Invoice............................................................................................................59
Reprint an Invoice with a Copy Number....................................................................................60
Recurring Invoices...................................................................................................................................60
Workshop - Create a Recurring Source AR Invoice...........................................................................61
Post the Invoice Group.............................................................................................................61
Workshop - Create a Single Recurring AR Invoice.............................................................................62
Workshop - Generate Recurring AR Invoices....................................................................................62
Retrieve Generated Invoices......................................................................................................63
Correction Invoices.................................................................................................................................63
Workshop - Create a Correction Invoice and View Transactions.......................................................63
Create a Correction Invoice......................................................................................................63

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Contents Accounts Receivable Course

View Transactions in Customer Tracker.....................................................................................64

AR Aged Receivables Report...................................................................................................................64
Workshop - Use the Aged Receivables Report..................................................................................65
Balance Update Process..........................................................................................................................65
AR Reconciliation Report.........................................................................................................................66
Workshop - View the AR Reconciliation Report................................................................................67
AR Reconciliation Tracker........................................................................................................................67
Workshop - View Records in AR Reconciliation Tracker....................................................................68
AR Invoice Tracker..................................................................................................................................68
G/L Distribution Report...........................................................................................................................69
Customer Statements.............................................................................................................................69
Commission Report................................................................................................................................70
Sales Tax Report.....................................................................................................................................70
Cash Receipts Entry........................................................................................................................................70
Invoice Payments....................................................................................................................................72
Invoice Selection..............................................................................................................................72
Workshop - Apply Payment and Cancellation Invoice to Open Invoices............................................72
Create a Cash Receipt Entry Group...........................................................................................72
Add an Invoice Payment...........................................................................................................73
Select Invoices to Pay................................................................................................................73
Workshop - Apply Cash and a Credit Memo to Invoices...................................................................73
Create an Invoice Payment.......................................................................................................73
Select Invoices to Pay and a Credit Memo to Apply...................................................................73
Workshop - Apply Payment and Write Offs to Open Invoices...........................................................74
Create an Invoice Payment and Write Off Unpaid Amount........................................................74
Create an Invoice Payment and Write Off Supplier Overpayment..............................................75
Miscellaneous Payments.........................................................................................................................76
Workshop - Enter a Miscellaneous Cash Payment............................................................................76
Prepayments...........................................................................................................................................76
Workshop - Enter Deposit Payments................................................................................................77
Enter an Unallocated Deposit Payment.....................................................................................77
Enter an Allocated Deposit Payment.........................................................................................77
Workshop - Post a Cash Receipt Group...........................................................................................78
Debit Notes............................................................................................................................................78
Workshop - Post a Debit Note.........................................................................................................78
Enter a Debit Notes Only Group...............................................................................................78
Enter an Invoice Payment.........................................................................................................78
Enter a Debit Note without Specifying an Invoice......................................................................79
Place the Debit Note On Account.............................................................................................79
Post the Debit Note..................................................................................................................79
Workshop - View the AR Reconciliation Report................................................................................79
Credit Card Processing............................................................................................................................80
Invoice Discount Analysis Report.............................................................................................................80
Cash Receipt Tracker..............................................................................................................................80
Apply Document............................................................................................................................................81

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Accounts Receivable Course Contents

Workshop - Apply Document..................................................................................................................81

Select a Document to Apply............................................................................................................82
Select an Invoice..............................................................................................................................82
Apply the Document.......................................................................................................................82
Workshop - Apply a Credit Memo to an Open Invoice.............................................................................82
Select a Credit Memo......................................................................................................................82
Select an Invoice to Credit...............................................................................................................83
Apply the Credit Memo...................................................................................................................83
Workshop - View the AR Reconciliation Report.......................................................................................83
AR Write Off and Adjustment........................................................................................................................84
Workshop - Write Off a Customer's Bad Debt.........................................................................................84
Adjust Cash Receipt.......................................................................................................................................85
Workshop - Adjust Cash Receipt to Change Invoice Selection.................................................................87
Create AR Invoice Group and First Invoice........................................................................................87
Create Second Miscellaneous AR Invoice..........................................................................................88
Create Third Miscellaneous AR Invoice.............................................................................................89
Post AR Invoice Group.....................................................................................................................89
Create a Cash Receipt Entry Group..................................................................................................89
Add an Invoice Payment and Select the Invoices to Pay....................................................................90
Post the Cash Receipt Group...........................................................................................................90
Adjust Cash Receipt.........................................................................................................................91
Review the Adjusted Cash Receipt...................................................................................................91
Reverse Cash Receipt.....................................................................................................................................92
Workshop - Reverse a Posted Cash Receipt and Review Results...............................................................93
Reverse a Cash Receipt....................................................................................................................93
Review the Customer Tracker..........................................................................................................93
View the AR Reconciliation Report...................................................................................................94
Lockbox Processing........................................................................................................................................94
Workshop - Load Lockbox File................................................................................................................95
Conclusion.............................................................................................................................96

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Accounts Receivable Course Accounts Receivable Course

Accounts Receivable Course

This course reviews the Accounts Receivable (AR) module's concepts and reporting tools. Topics of discussion
include maintenance program setup, various AR processes, and how to recognize the impact these processes
have on the general ledger (GL). Throughout the course, hands-on workshops guide you through these topics.
Upon successful completion of this course, you will be able to:
• Identify the company configuration and maintenance programs that relate to the AR processing cycle.
• Complete the AR sales order - payment cycle by using the process and transaction flow as a guideline.
• Review the sales tax setup.
• Use national account relationships.
• Create reminder groups and generate customer reminder letters.
• Differentiate between the AR invoice types.
• Enter and use debit notes, miscellaneous cash receipts, deposit cash receipts, and AR prepayments.
• Reverse a cash receipt and identify situations when that action is applicable.
• Use AR write offs and adjustments.
• Apply credit memos and prepayments to invoices and cash receipts.

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Accounts Receivable Course Before You Begin

Before You Begin

Read this topic for information you should know in order to successfully complete this course.

Modules Licensing
The following modules must be licensed to complete all the workshops in this course:
• Accounts Payable
• Accounts Receivable
• Customer Relationship Management
• Deferred Revenue
• Executive Dashboard
• Expense Management
• Field Service Management
• General Ledger
• Order Management
• Payment Instruments
• Shipping Receiving
• Tax Connect
• Time Management

Audience

Specific audiences will benefit from this course.

• AR Clerk
• CFO/Controller
• Cost Accountant

Prerequisites

To complete the workshops in this course, the necessary modules must be licensed and operating in your training
environment. For more information on the modules available, contact your Epicor Customer Account Manager.
It is also important you understand the prerequisite knowledge contained in other valuable courses.
• Foundations Agenda Courses on Epicor Learning Center - These courses describe logging in to Epicor
ERP, using menus and toolbars, working with Tree view and sheets. They give you a quick overview how to
enter data in Epicor ERP, use searches to find data and work with grids. The courses in this agenda teach you
to personalize your application, print forms and reports and use trackers to view information.

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Before You Begin Accounts Receivable Course

• General Ledger Course - This course provides a clear perspective of the maintenance programs, concepts,
processes, and reporting tools you encounter as you work within the General Ledger (GL) module.

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Accounts Receivable Course Before You Begin

Environment Setup

The environment setup steps and potential workshop constraints must be reviewed in order to successfully
complete the workshops in this course.
Your Epicor training environment, in which the Epicor demonstration database is found, enables you to experience
Epicor functionality in action but does not affect data in your live, production environment.
The following steps must be taken to successfully complete the workshops in this course.

1. Verify the following or ask your system administrator to verify for you:
• Your Epicor training icon (or web address if you are using Epicor Web Access) points to your
Epicor training environment with the Epicor demonstration database installed. Do not complete
the course workshops in your live, production environment.
Note It is recommended that multiple Epicor demonstration databases are installed. Contact
Support or Systems Consulting for billable assistance.

• The Epicor demonstration database is at the same version as the Epicor application. The
demonstration database is installed from the Epicor Administration Console using the "Add Demo
Database" command under Database Server. See Epicor ERP installation guides for details. If you are an
Epicor Cloud ERP customer (and have licensed embedded education), the demonstration database is
installed for you.
• Your system administrator restored (refreshed) the Epicor demonstration database prior to
starting this course. The Epicor demonstration database comes standard with parts, customers, sales
orders, and so on, already defined. If the Epicor demonstration database is shared with multiple users
(that is, the database is located on a server and users access the same data, much like your live, production
environment) and is not periodically refreshed, unexpected results can occur. For example, if a course
workshop requires you to ship a sales order that came standard in the Epicor demonstration database,
but a different user already completed this workshop and the Epicor demonstration database was not
restored (refreshed), then you will not be able to ship the sales order. If you are an Epicor Cloud ERP
customer see section below.

2. Log in to the training environment using the credentials epicor/epicor.

If you are asked to log into your training environment with another User ID, for example, 'nancy' or 'bhoward',
on the initial logon, a message appears to inform you the password has expired. Perform the following steps
to set a new password:

1. To the Password Expired message, click Yes.

2. In the Current password field, enter the User ID of the user you are asked to log in as, for example,
'nancy'.

3. In the New password field, enter a new password, for example 'Train123'.
Important In Epicor ERP Cloud environment, the password must not contain user ID, must be
longer than 7 characters and include at least one uppercase letter.

4. In the Confirm new password field, re-enter the same password.

5. Click OK. The Change Password window closes and you are logged on with the new user ID.

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Before You Begin Accounts Receivable Course

Note Record the new password. This is important as this will be the password everyone uses
when they log on with this User ID, until the database is refreshed.

3. From the Main menu, select the company Epicor Education (EPIC06).

4. From the Main menu, select the Main Site.

Kinetic Interface Specific Information

All the workshops in this course can be completed using the Classic layout. To ensure that the user interfaces
used in this course display in the Classic layout, use the steps below:

1. Navigate to Kinetic Application Maintenance.

Menu Path: System Setup > Security Maintenance > Kinetic Application Maintenance

2. From the Menu list, select the Epicor Education company.

The Company Epic Corporation pane displays.
Note If you need to work in a multi-company environment you will have to disable the Kinetic layout
for all the companies used in the course.

3. Inactivate the Enable Kinetic UI ON/OFF button.

4. Exit Kinetic Application Maintenance.

5. On the standard toolbar, select Options > Preferences.

6. In the window that displays, in the Form To Use field, select Classic.

7. Select OK to confirm.

8. Relaunch Epicor ERP.

Epicor Cloud ERP Specific Information

Note If you are an Epicor Cloud ERP customer, then note the following about your Epicor-hosted education
company. All logins referenced in the course (such as manager, or epicor) should be changed to be the
<site ID>-. For example, if your site ID is 98315, then wherever you are instructed to use the login manager,
instead use 98315-manager. The password is 'Train18!'.

Note To refresh your Epicor training data, enter a support ticket in EpicCare and include your site ID.

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Accounts Receivable Course Before You Begin

Workshop Constraints

Below is a list of workshops in this course that can be performed only once in each instance of a restored (refreshed)
shared database. Where applicable, a detailed explanation of the workshop constraints is documented in the
workshop itself.
Note Multiple users can complete some of the workshops listed below if the Duplicating Sales Order
Option is implemented. This option and steps to execute it are also listed below.

• Workshop - Update a National Account Relationship

• Workshop - Create and Assign a Reminder Group
• Workshop - Generate and Post a Reminder Letter
• Workshop - Create Advanced Billing Invoices
• Workshop - Enter a Deposit Billing Invoice
• Workshop - Cancel a Posted Invoice
• Workshop - Enter a Deposit Payment
• Workshop - Reverse a Posted Cash Receipt and Review Results
• Workshop - Write Off a Customer's Bad Debt
• Workshop - Manage Customer Records

Duplicating Sales Orders Option

Throughout this course, multiple staged sales orders are used to provide training on various accounts receivable
functionality. If you are working on a shared database, you may encounter a sales order that has already been
closed. In this case, follow the steps below to duplicate the necessary sales order to complete the workshops.

1. Navigate to Sales Order Entry.

2. In the Sales Order field, enter the sales order number to duplicate.

3. From the Actions menu, select Order > Copy Order.

The new, duplicated sales order is created. It is essential to track duplicated sales order numbers with the
original sales order numbers. The course refers to the original sales order number throughout the course
and must be replaced with the appropriate duplicate sales order number.

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Overview Accounts Receivable Course

Overview

Key Concepts of Accounts Receivable Processing

• In an interfaced environment, use general ledger (GL) control codes and GL control types to define accounts
receivable (AR) accounts and sales-related GL accounts.
• Optional use of an AR clearing account controls the timing of Cost of Sales (COS) posting.
• Invoices and cash receipts are posted to the GL via the posting engine.

Typical Sales Order to Payment Process Flow

1. Process sales order

2. Ship goods

3. Invoice customer

4. Receive payment

5. Post cash

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Accounts Receivable Course Application Setup

Application Setup

This section of the course reviews the key company and maintenance program configuration factors applicable
to the Accounts Receivable (AR) cycle. This course does not review and discuss each program and field that
contributes to the AR processes. After you complete this course, if you want to learn more about programs or
fields that were not mentioned, refer to the Application Help. The Application Help documents and defines
programs, fields, and operations that relate to each module contained within your application.

Company Configuration

Company Configuration specifies company level general ledger (GL) controls for Accounts Receivable (AR), as
well as other modules. The Epicor application uses these controls if a higher level control is not available when
a GL transaction posts.
Only the Company Configuration fields specific to the Accounts Receivable process are covered in this course.
Refer to the Application Help to define other fields of interest.

List Sheet
Use the Modules > All Modules > GL Control > List sheet to specify the company's default GL control for
Accounts Receivable. The Epicor application uses this control if no other control is available when a general ledger
transaction is posted.
More information on GL controls is available in the Application Help and the General Ledger course.

General Sheet
Use the Modules > Finance > Accounts Receivable > General sheet to set defaults that affect the operation
of Accounts Receivable processes and programs. Select important information, such as your company's starting
invoice number, methods for sales tax usage, and finance charge options, on this sheet.
Other settings defined on this sheet are as follows:
• Select the Use copy number check box to enable the functionality of using copy number when printing AR
invoices. You can use this functionality everywhere AR invoices can be printed: AR Invoice Entry, AR Invoice
Tracker, Posted Invoice Update, and AR Invoice Mass Print.
When you print AR invoices and credit memos, you can select the Draft Copy check box to print a special
draft copy of the invoice with the following information:
• DRAFT COPY instead of Invoice/Credit Memo
• INTERNAL USE ONLY - NOT SUITABLE FOR TAX PURPOSES
• Page number of the total number of pages
• Invoice date
• Printed At followed by the date and timestamp of the print time
• The copy number, invoice number, legal number, and the customer's tax ID are not printed
If you clear the Draft Copy check box, a common non-draft copy of the invoice is printed. In the non-draft
mode, when an unposted invoice is printed, or when a posted invoice is printed for the first time, the original

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Application Setup Accounts Receivable Course

invoice without a copy number is printed. Each time you reprint a posted AR invoice, the copy number is
incremented by 1 and is printed on the invoice header along with the following information:
• First print Date and time
• Page number of the total number of pages
• Invoice date
• Printed At followed by the date and timestamp of the print time
• The copy number, invoice number, legal number, and customer's tax ID are also printed

• Select the Use A/R Clearing Accounting check box if your company plans to post to an AR clearing account
when shipments are made.
• Select the Enable Invoice Dates Setup check box to allow the definition of options that set defaults for and
behaviors of AR invoice date fields. Selecting this check box activates the fields within the Invoice Dates Set
Up pane. The selections made in these fields help support your company's tax reporting requirements and
enforce consistency among dates entered in AR Invoice Entry.
• Use the Real Time Update check box for automatic balance updates when a new AR movement is created.
This is required for an accurate AR Reconciliation Report. This check box is selected by default. If this check
box is clear, the Balance Update process will need to be run prior to creating an AR Reconciliation Report.
In the Legal Number pane of this sheet there are the following options for using legal numbers:
• Select the Required For AR Invoices and Credit Memos check box if your company requires legal numbers
on these specific business document types.
• Select the Use Cash Receipt LN for Unapplied Receipts check box to use the same legal number as the
cash receipt itself when the system creates a credit memo from an unapplied cash receipt.
For more information on A/R Clearing Accounting, Legal Numbers options and Invoice Dates Setup fields, refer
to the Application Help.

Natural Accounts Sheet

Use the Modules > Finance > Accounts Receivable > Natural Accounts sheet to designate relationship classes
used to define national accounts. This sheet specifies the classes used to define credit sharing, reporting, and
payer sold-to accounts.
• Credit sharing - National account customers can share credit. Implementation of this functionality requires
the selection of a tiered relationship class in the Credit Checking field.
• Reporting - National accounts can define reporting relationships based on markets or other criteria.
Implementation of this functionality requires selection of a tiered relationship class in the Reports field.
• Payer Bill-To Relationships - National accounts can establish payer-sold-to relationships, in which a payer
customer pays for a sold to customer that receives invoices. Implementation of this functionality requires the
selection of a non-tiered relationship class in the Payer-Bill To field.

Individual Deposit Invoice Tracking

Use the Modules > Finance > Accounts Receivable > Individual Deposit Invoice Tracking sheet to set up
deposit invoice handling for tax purposes. Tax will be calculated based on the tax treatment selected.
• Invoice Deposit Tax Treatment - Specifies the tax treatment to use for an invoice deposit. The default is
No Tax (to be allocated against a sales order without tax implications). The valid options are: No Tax, Tax
Shipment Net movement, Reverse tax on shipment invoice, and Reverse tax by invoice match (selection used
for unallocated deposit payments).
• Product Tax Category - Specifies the product tax category used for deposit invoices.
• Require Deposit Invoice - Indicates whether a deposit invoice is required.
• Invoice Days Delay - Specifies the number of days allowed for an invoice delay.

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Accounts Receivable Course Application Setup

• Deposit Transaction Document Type - Specifies the transaction document type for the AR invoice system
type.
• Deposit Invoices show prior linked Deposit Invoices - Specifies whether a deposit invoice shows a prior
linked deposit invoice.
• Allow shipment invoice with negative net tax elements - Enabled only when Invoice Deposit Tax
Treatment has been set to Reverse tax by invoice match. Allows a shipment invoice with negative net tax
elements when selected.

Additional Settings
Use the Modules > Finance > Accounts Receivable > Additional Settings sheet to set up controlled entry
of credit memos.
• Controlled Credit Memo Entry - Indicates whether the controlled credit memo entry business rule is applied.
When the check box is selected, the totals of credit memos referencing sales order lines or invoice lines cannot
be greater than the ordered, shipped, or invoiced totals for that order line.

Menu Path
Navigate to this program from the Main Menu:
• System Setup > Company/Site Maintenance > Company Configuration

Set Company Configuration Option for Write Offs

In this workshop task, set the maximum write off amount per invoice and select if negative write offs are allowed.
Navigate to Company Configuration.
Menu Path: System Setup > Company/Site Maintenance > Company Configuration

1. Navigate to the Modules > Finance > Accounts Receivable > Additional Settings sheet.

2. In the Maximum Amount per Invoice field, enter 500.00.

This indicates that write offs for each invoice cannot exceed 500.00.

3. Select the Allow Negative Write Off check box.

This indicates that you can write off overpayment by customers and retain the overpayment.

4. Click Save.

5. Exit Company Configuration.

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Application Setup Accounts Receivable Course

Maintenance Programs

This section of the course reviews the most significant maintenance programs applicable to the AR processing
cycle. In many cases, some fields within a program are not described. If you are interested in learning more about
specific program fields, refer to the Application Help.

Aging Report Format Maintenance

Use Aging Report Format Maintenance to define aging methods.

Aging Report Format Maintenance is shared by the Accounts Receivable (AR) and Accounts Payable (AP)
modules. Each module has multiple aging formats available to select on various records.
Although you can use different aging method formats on the AR Aged Receivables and AP Aged Payables
reports, they cannot run until a default AP and AR format are set up in this maintenance program.
When aging reports generate, the format defined in Company Configuration for each module is automatically
the default. If necessary, on the report's Selection sheet, select an alternate format before you generate the
report.
These aging methods are used in the AR Aged Receivables and AP Aged Payables reports when viewing open
invoices and credits for customers or suppliers. The discounts or past due fees for the items display according to
an aging method.
You can define up to six columns (buckets) on an aging report. The first column always represents future invoices,
and the second column represents current invoices; no days are associated with these columns. Each column
after that includes the number of days defined on its heading; for example, Future, Current, 30, 60, 90, 120,
and so on.
Note When an aging report is run by due date, the Future column contains posted invoices that are not
due as of the Aged As of Date selected on the report. When the report is run by invoice date, no entries
display in the Future column unless an invoice is posted with a date that is the same as the Aged As of
Date selected on the report.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Payable > Setup > Aging Report Format
• Financial Management > Accounts Receivable > Setup > Aging Report Formats

Pay Method Maintenance

Use Pay Method Maintenance to define how you will pay various transactions. You can select specific payment
methods as the default for bank accounts, customers, suppliers, and banks linked to a supplier or a customer.
You can link each payment method to a specific electronic bank interface to receive payments against transactions
using the internet. You can also set up payment methods for manual receipt of cash or checks.
When you select an electronic bank interface for the payment method, the properties defined for the electronic
interface display on the Property sheet. These values update each time you use the electronic bank interface.
You can select payment methods on bank accounts and specify if they are for accounts receivable or accounts
payable transactions. Each bank account can have multiple methods defined for each module but only one
method per module can be set as the default payment method. A default payment method can always be
overridden by selecting a different payment method for a group within AP Payment Entry or Cash Receipts Entry.

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The following are the key fields:

Payment Method
This field specifies the name of the payment method. If you are creating a new payment method, enter the value
you need in this field. To edit an existing payment method, either enter its name directly or click the Payment
Method button to find and select it.
Scope
This field specifies the source of payment method, select the accounts payable (AP) or accounts receivable (AR)
option.
Pay Method Type
This field defines the how the current method processes the payments. Select the option you need from the
drop-down list. Available options for AR are:
• Electronic Interface
• Generated Promissory Note
• In Cash
• Manual (the default option)
• Received Payment Instrument (AR)

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Payable > Setup > Payment Method
• Financial Management > Accounts Receivable > Setup > Payment Method
• Financial Management > Cash Management > Setup > Payment Method
• Service Management > Expense Management > Setup > Payment Method
• Service Management > Time Management > Setup > Payment Method

Workshop - Create a Payment Method

In this workshop create a new payment method to use in Cash Receipts Entry when an invoice, deposit, or
miscellaneous cash receipt is paid in cash (actual currency).
Navigate to Pay Method Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Payment Method

1. Click New.

2. In the Payment Method field, enter XXX-Cash (where XXX are your initials).

3. In the Scope field, select AR.

4. In the Pay Method Type field, select In Cash.

5. Click Save and exit Pay Method Maintenance.

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Electronic Interface Maintenance

Use Electronic Interface Maintenance to create interfaces that electronic funds transfers (EFT) and reports use.
Although this maintenance program is in the Accounts Payable (AP) module, it is equally important to Accounts
Receivable (AR).
EFTs and electronic reports typically require the use of bank-specific or locale-specific formats in files used to
transfer data. To define requisite formats, use this program to:
• Select the .p (Progress) program, a plug-in which sets up the interface within the Epicor application.
• Set the properties the format requires.
The Epicor application includes an EFT interface and several interfaces used in reporting. These interfaces are
defined as system interfaces and cannot be modified.
Electronic interface definition allows their selection as:
• A payment method in Payment Method Maintenance. You can associate the interface with a customer
with which the company has a direct-debit agreement.
• An interface used to generate reports. You can use interfaces defined in this program to export reports
electronically.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Payable > Setup > Electronic Interface
• Financial Management > Accounts Receivable > Setup > Electronic Interface

Lockbox Layout Entry

Use Lockbox Layout Entry to configure the Lockbox settings and define the file layouts required for Lockbox.
Lockbox banking service simplifies collection and processing of account receivables. The bank processes cash
receipts and transmits this information to your company as a specific file in agreed format. This program allows
you to customize the file layout enabling you to load the bank file, parse it, and post validated cash receipts in
Lockbox Processing.
This program is only available with the AR Lockbox license.
Menu Path:
Navigate to this program from the Main Menu:
• Accounts Receivable - Setup - Lockbox Layout Entry
• Cash Management - Setup - Lockbox Layout Entry

Workshop - Create a Lockbox Layout

In this workshop define a Lockbox Layout, using the Lockbox Layout Template.

1. Click New from the Main Menu.

2. In the Layout ID... field, enter LOCKBOX, which is a unique identifier for the layout, and a meaningful
Description of the layout in the adjacent field.

3. In the Number of decimals in amount fields field, verify that number 2 displays.

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This field determines how many decimal points will be taken into consideration when mapping the currency
fields. If you enter 2, the last two digits on the mapped layout will be considered as decimals.

4. In the Date Fields Format field, verify that YYMMDD date format displays to be applied in the layout.
If you need to customize the format, considering the following:
• DD - Day of the month as digits with leading zeros for single-digit days.
• MM - Month as digits with leading zeros for single-digit months.
• YY or YYYY - either a two-digit year or a four-digit year.
• You can change the order of elements in the string and delimiters if required.

5. Select the Automatic Posting, Validate Totals/Counts, and On Batch Totals/Counts Error Discard
and Continue check boxes to specify Lockbox processing options. To learn more information about the
Lockbox Processing Options, refer to Application Help.

6. Click Save.

7. Use the Select file... button to browse to a file (a test file or a file, provided by the bank).
After loading this file you can visually review if the layout is correct for each Record Type. For the purposes
of this course, use the Lockbox Layout Test File.

8. Navigate to the Detail - Record Types sheet.

The LOCKBOX displays in the Layout ID field.

9. From the Record Type list, select the File Header (Record Type 1).
The application displays the Field List grid.

10. Enter 2 in the first line of the Starting Position column and 6 in the first line of the Length column and
press Tab.
Number 7 displays in the first line of the Ending Position column.

11. Use this grid to enter starting/ending positions and length for each field in this record type.
Refer to Appendix - Lockbox Layout Template for information required to create a layout for ERP.

12. Click Preview... to verify how the changes applied to the test file you loaded on the Common sheet.

13. Repeat steps 9-12 for all record types in this layout.

14. Modify the record types in the grid if required.

15. Navigate to the Common sheet and select the Ready to Use check box to make the layout available for
use in Lockbox Processing.
The Ready to Use check box also validates all mandatory fields that have been configured and verifies that
none of them overlaps.

16. Click Save.

17. Exit the Lockbox Layout Entry.

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Appendix - Lockbox Layout Template

Use this template to create Lockbox layout files to be imported into the Epicor ERP application.
Record Type 1 - Lockbox File Header

Field Field Name Start Pos. Length End Pos. Constant or Description

1 Transmission Date 2 6 7 YYMMDD

2 Transmission Time 8 4 11 HHMM

Record Type 5 - Lockbox Batch Header

Field Field Name Start Pos. Length End Pos. Constant or

Description

1 Processing Date 5 6 10 YYMMDD

2 Lockbox ID 11 6 16
3 Batch Number 2 3 4

Record Type 6 - Payment Header

Field Field Name Start Pos. Length End Pos. Constant or

Description

1 Check Amount 8 15 22
2 Batch Number 2 3 4
3 Customer ID 38 10 47
4 Check Date 48 6 53 YYMMDD
5 Item Number 5 3 7
6 Check Number 23 15 37

Note Item Number is a running number at the batch level. Every new batch starts at 1.

Record Type 4 - Payment Detail

Field Field Name Start Pos. Length End Pos. Constant or

Description

1 Batch Number 2 3 4
2 Item Number 5 3 7
3 Invoice Amount 8 10 17
4 Invoice Number 18 7 24

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Record Type 7 - Batch Trailer

Field Field Name Start Pos. Length End Pos. Constant or

Description

1 Batch Total Amt 11 12 22

2 Batch Count 5 6 10

Record Type 8 - File Trailer

Field Field Name Length Start Pos. End Pos. Constant or

Description

2 File Count 2 4 5
3 File Dollar Total 6 10 15

Record Type 9 - File End Record

Field Field Name Length Start Pos. End Pos. Constant or

Description

1 Number of Records 6 2 7

Bank Account Maintenance

Use Bank Account Maintenance to define bank accounts and select the GL controls that determine the accounts
to which bank transactions post. Bank accounts record transactions, such as writing checks and submitting
electronic payments.
Note You must set up at least one bank account. If your company has more than one bank account, you
can define multiple account records to aid in the bank reconciliation process.

Important A user account must be set up as a Security Manager to maintain bank accounts. Users that
are not security managers cannot maintain these accounts and are restricted from accessing the setup
option.

Use the Payment Methods sheet to associate payment methods used for account deposits and withdrawals to
your bank account. You can designate AR and AP payment methods for the account, including an electronic
interface payment method used for Electronic Funds Transfer (EFT) processing.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Payable > Setup > Bank Account
• Financial Management > Accounts Receivable > Setup > Bank Account
• Financial Management > Cash Management > Setup > Bank Account
• Financial Management > Payroll > Setup > Bank Account

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Bank Account Maintenance Sheets

The following sheets are available in Bank Account Maintenance:

Detail
Use the Detail sheet to enter bank account and routing information.

Bank Reconciliation
Use the Bank Reconciliation sheet to define bank reconciliation settings for the bank account. You can specify
whether you want to use an AR or AP pending account for reconciling balances and set up multiple reconciliation
parameters.
Note A bank account's balance is not affected when a check posts if the bank account has defined an
AP Pending Cash Account or if the bank account itself is marked to keep an AP Reconciled Balance
(check box is available on the Bank Account's Detail sheet). When an account is selected to keep a reconciled
balance, the bank account record's Balance sheet only updates when and if the transaction clears in Bank
Reconciliation.

GL Control
Use the GL Control > Detail sheet to assign GL control types and codes to define the accounts and journal codes
available to the program's processes. The controls determine the accounts and journal codes used to post the
transactions.
You can apply multiple controls to each record maintained in this program. If you use multiple controls, each
control must be based on a different GL control type.

Payment Methods
Use the Payment Methods > AP Payment Methods and the Payment Methods > AR Payment Methods
sheets to define which payment methods are available for the current bank account in Accounts Payable and
Accounts Receivable. You can select as many payment methods as necessary, but only one can be the default
method. When you select a bank account on a record, the payment methods defined on this sheet display in the
accompanying Payment Method field for the account.

Workshop - Add an AR Payment Method to a Bank

In this workshop, add a new AR Payment Method to a bank account. Adding an AR payment method to the
bank account allows the method to be selected on a Cash Receipts Entry group when the current bank account
is used.
Navigate to Bank Account Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Bank Account

1. In the Account field, enter 100 and press Tab.

The Main Checking Account details display.

2. From the New menu, select New AR Payment Method.

The Payment Methods > AR Payment Methods sheet displays.

3. In the Payment Method field, select XXX-Cash (where XXX are your initials).

4. Click Save.

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5. Remain in Bank Account Maintenance.

Debit Notes Only Bank Account

To create a cash receipt group that contains only debit notes, a particular bank account type is required. These
accounts are called Debit Notes Only bank accounts and are created in Bank Account Maintenance.
Epicor recommends you create a Debit Notes Only bank account to enhance your company's processing capabilities.
This bank account type requires the Debit Notes Only check box be selected on its maintenance file to indicate
its only purpose is to process debit notes. Cash receipt entry groups that post to this bank account must contain
only debit notes.

Workshop - Create a Bank Account for Debit Notes Only

In this workshop, set up a bank account for debit note processing.

Navigate to Bank Account Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Bank Account

1. From the New menu, select New Bank Account.

2. In the Account field, enter XXXDN (where XXX are your initials).
This is a user-defined code that identifies the bank account record. It can be up to five alpha-numeric
characters long.

3. In the Description field, enter XXX Debit Notes Only (where XXX are your initials).

4. Select the Debit Notes Only check box.

Multiple fields disable when you select this check box.

5. In the Currency field, select United States Dollar.

6. From the New menu, select New GL Control.

7. In the Type field, search for and select Bank Account.

8. In the Control field, enter 100 and press Tab.

9. Click Save.

10. Exit Bank Account Maintenance.

Product Group Maintenance

Use Product Group Maintenance to set up product groups, which classify the different part types you sell.
These classifications are used for General Ledger (GL) and sales analysis purposes.
You assign product groups to specific parts using the Group field in the Part Maintenance > Part > Detail
sheet. Product group definition examples include:
• Customer ID (Edwards International)
• Product Line (Televisions)
• Product Type (Configured Parts)

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• A combination of each (Edwards International - Configured Parts)

Sales, Owner and Supply Site Field Relationships

The Sales Site field (located on the Detail sheet), and the Owner Site and Supply Site fields (located on the
Site > Detail sheet) have important impacts on product group and order processing. These fields are as follows:
For parts that are assigned to the product group for which you have assigned a sales site in the Sales Site field,
when a sales order line is created (no matter what site into which you are currently logged), this sales site becomes
the default "from" site for the order / line / release. If you do not designate a sales site for the product group,
the order uses the site into which you are currently logged as the default "from" site. If you always want a group
of part(s) (product group) to be sold from a specific site, you would use the Sales Site field to designate the sales
site; otherwise you would leave it blank.
Note The Sales Site field on the Product Group > Detail sheet is not directly related to the Owner Site
or Supply Site fields on the Site > Detail sheet. However, if you do designate a Sales Site in the Detail
sheet, you should designate that the Owner Site defined on the Site sheet be the same as the Sales Site
designated on the Detail sheet.

Product Group > Detail - Sales Site Field (Sold From / Distribute From Site)
For parts that are assigned to the product group for which you have assigned a sales site in the Sales Site field,
when a sales order line is created (no matter what site into which you are currently logged), this sales site becomes
the default "from" site for the order / line / release. If you do not designate a sales site for the product group,
the order uses the site into which you are currently logged as the default "from" site. If you always want a group
of part(s) (product group) to be sold from a specific site, you would use the Sales Site field to designate the sales
site; otherwise you would leave it blank.
Note The Sales Site field on the Product Group > Detail sheet is not directly related to the Owner Site
or Supply Site fields on the Site > Detail sheet. However, if you do designate a Sales Site in the Detail
sheet, you should designate that the Owner Site defined on the Site sheet be the same as the Sales Site
designated on the Detail sheet.

Product Group > Site Detail - Owner Site and Supply Site Fields
You can define multiple site relationships in Product Group Maintenance records The examples below better
explain what happens when these site relationships are used in the Epicor application.
Example You are selling from an Owner Site, which owns the demand and you want to obtain supply
from this Supply Site, which fills the demand. You have three (supply) sites that feed nine branches that
you sell from (owner):
• Branches (Owner) 1, 2 and 3 are supplied from Site A (Supply)
• Branches (Owner) 4, 5 and 6 are supplied from Site B (Supply)
• Branches (Owner) 7, 8 and 9 are supplied from Site A (Supply)
For this scenario, it results in nine entries in the Product Group > Site > Detail sheet, one for each
site-to-branch relationship.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > Setup > Product Group
• Financial Management > Deferred Revenue Accounting > Setup > Product Group
• Material Management > Inventory Management > Setup > Product Group
• Production Management > Engineering > Setup > Product Group
• Production Management > Job Management > Setup > Product Group

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• Production Management > Material Requirements Planning > Setup > Product Group
• Sales Management > Configurator Management > Setup > Product Group
• Sales Management > Order Management > Setup > Product Group
• Service Management > Field Service > Setup > Product Group

Terms Maintenance

Use Terms Maintenance to establish conditions that define how customers pay their invoices (for example,
discounts, number of payments, and payment frequency).
Terms define the due dates, payment frequency, applicable discounts, and number of payment installments.
Each accounts receivable (AR) code defines a time period and a discount percentage period schedule.
To begin setting up the selling terms, select one of the following term code types:
• Days
• Day Of Month
• End of X Month(s) On Y Day(s)
Determine whether the discount percentages for a term code calculate against partial or full payments.
Each terms code can have either one discount period or multiple discount periods. Each discount period has a
specific percentage which is valid for a specific period. Together, the discounts gradually reduce the percentages
based on the passed period (months, days) within the overall terms period.
Enter as many discount percentage periods as you need.
Note that the discounts have the same types as the term codes:
• Days
• Day Of Month
• End of X Month(s) On Y Day(s)
You do not need to select the same type for a term code and a discount assigned to this term code.
When a payment is received, the percentage active on the payment date is used to calculate the discount amount.
AR terms display on sales orders and AR invoices. Select default payment terms for customers and on AR invoices.
A terms record is required for each customer. When creating a customer record, a default terms record displays
in the new record, but you can override this selection.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > Setup > Terms
• Sales Management > Demand Management > Setup > Terms
• Sales Management > Order Management > Setup > Terms

Workshop - Create a Terms Record for Multiple Payments

Your company decides to lease an unoccupied portion of their site to another business. Create a terms record
to establish a payment schedule for the new tenant.
Navigate to Terms Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Terms

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1. From the New menu, select New Terms ID.

2. In the Code field, enter XXX1 (where XXX are your initials).

3. In the Description field, enter XXX12 Month Payment Schedule (where XXX are your initials).

4. In the Number of Payments field, enter 12.

5. In the Terms Type field, select Day Of Month.

6. In the Due on Day field, enter 15.

7. In the Minimum Days field, enter 5.

8. Click Save and remain in Terms Maintenance.

Workshop - Create a Term with Multiple Discounts

A long-time customer of your company (Colorado Metals) has negotiated a 2% discount on each invoice if they
pay within 15 days of the invoice date, and a 4% discount if they pay within 10 days of the invoice date. Create
a customer terms record with multiple discounts and assign it to Colorado Metals' customer record.

Create a Terms ID

1. From the New menu, select New Terms ID.

2. In the Code field, enter XXX2 (where XXX are your initials).

3. In the Description field, enter XXX Multiple Discounts (where XXX are your initials).

4. In the Number of Payments field, accept the default value of 1.

5. In the Terms Type field, accept the default value of Days.

6. In the Number of Days field, enter 30.

7. In the Discount Type field, accept the default value of Days.

8. Click Save.

Add Discounts to the Terms ID

1. Navigate to the Discounts > Detail sheet.

2. From the New menu, select New Discount.

3. In the Number Of Days field, enter 15.

4. In the Discount Percent field, enter 2.

5. Click Save.

6. From the New menu, select New Discount.

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7. In the Number Of Days field, enter 10.

8. In the Discount Percent field, enter 4.

9. Click Save and exit Terms Maintenance.

Update a Customer Record

Important Due to specific data used to update the customer record, this workshop can only be performed
by one person at a time in a shared database.

Navigate to Customer Maintenance.

Menu Path: Financial Management > Accounts Receivable > Setup > Customer

1. In the Customer field, enter CODOMETAL and press Tab.

2. Navigate to the Billing > Detail sheet.

3. In the Terms field, select XXX Multiple Discounts (where XXX are you initials).

4. Click Save and exit Customer Maintenance.

Recurring Cycle Maintenance

Use Recurring Cycle Maintenance to set up recurring cycles that define how recurring invoices will be generated
and their billing cycles.
You can create a recurring cycle and attach it to a recurring source invoice. A recurring source invoice is an invoice
that is also used as a template from which recurring invoices will be generated.
A cycle code is a collection of different settings that can be assigned to a recurring source invoice. The billing
cycle of an invoice is defined within a specific cycle code and includes the frequency (how often) and duration
(how long) the invoice will occur.
You can perform the following tasks in Recurring Cycle Maintenance:
• Create a new recurring cycle
• Modify a recurring cycle
• Inactivate a recurring cycle
• Delete a recurring cycle

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Payable > Setup > Recurring Cycle
• Financial Management > Accounts Receivable > Setup > Recurring Cycle

Workshop - Add a New Recurring Cycle

In this workshop, create a recurring cycle. The recurring cycle will be used in a later workshop to define how
recurring invoices will be generated and their billing cycle.
Navigate to Recurring Cycle Maintenance.

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Menu Path: Financial Management > Accounts Receivable > Setup > Recurring Cycle

1. Click New.

2. Enter the following cycle parameters:

Field Value
Cycle Code XXXMonthly (where XXX are your initials)
Description XXXMonthly Recurrence (where XXX are your initials)
Module AR
Interval 1
Modifier Months
Billing Day 1
Duration 12

3. Click Save.
Once you save a valid cycle code, it becomes available for selection on invoices.
Note Once a recurring cycle code has been selected on a recurring source invoice, you will not be
able to modify the settings on the Billing Cycle pane or delete the cycle.

4. Exit Recurring Cycle Maintenance.

Miscellaneous Charge Maintenance

Use Miscellaneous Charge Maintenance to create miscellaneous charges. Once created, you can select these
charges within other programs in the Epicor application.
Miscellaneous charges are additional costs. For example, expedite fees and freight charges you can include on
sales orders, quotes, and invoices. Once created, select the charges in the headers and detail lines of these records.
Note These miscellaneous charges are not the same charges you set up in the Purchasing or Accounts
Payable module. You pay purchasing miscellaneous charges to your suppliers, but your customers cover
these miscellaneous charges.

When creating a miscellaneous charge:

• Select a charge frequency to set up miscellaneous charges to charge customers when appropriate.
• Select the Sales Analysis check box to enable charges to be included in the Sales Analysis Report.
• Select the Shipping Access check box to enable charges to be added to packing slips.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > Setup > Miscellaneous Charge
• Sales Management > Order Management > Setup > Miscellaneous Charge
• Service Management > Field Service > Setup > Miscellaneous Charge
• Service Management > Field Service Integration > Setup > Miscellaneous Charges

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Workshop - Enter a Miscellaneous Charge

An internal cost analysis of costs finds that the cost of pallets increased substantially over the last few months.
A decision is made to initially charge customers for pallets when a product is shipped, and to refund the amount
when the customer returns them.

Add a Miscellaneous Charge Code

Navigate to Miscellaneous Charge Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Miscellaneous Charge

1. From the New menu, select New Charge.

2. In the Code field, enter XXX (where XXX are your initials).

3. In the Description field, enter XXX Refundable Pallet Charge (where XXX are your initials).

4. In the Amount field, enter 10.00.

5. Select the Shipping Access check box.

6. In the Frequency field, select Every.

7. Select the Include in Terms Discount check box.

8. Click Save.

Attach a GL Control to the Charge

1. From the New menu, select New GL Control.

The GL Control > Detail sheet displays.

2. In the Type field, search for and select Misc Charge(Sales).

3. In the Control field, search for and select PALL.

4. Click Save.

5. Exit Miscellaneous Charge Maintenance.

Customer Maintenance

Customers are businesses to whom you sell products and services. Use Customer Maintenance to enter
customer records. Use customer records to create quotes, sales orders, and accounts receivable (AR) invoices.
Customer records are also used during the Customer Relationship Management (CRM) process.
Six important sheets in Customer Maintenance include:
• Customer > Detail
• Billing
• Contacts > Detail
• Ship To > Detail

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• Tax Exemptions > Detail

• Banks > Detail
Other sheets include Attributes, Manifest Info, Documents, Industry Classes, Mandates, and Mobile. If you want
to learn more about these topics, refer to the Application Help.

Detail Sheet

Use the Customer > Detail sheet to enter the primary information about the customer. For example, you create
the customer identifier on this sheet, as well as enter the customer's main address. There are also other options
you can define here such as the customer's language and primary salesperson.
The following information discusses significant fields and options of note when working on the Customer >
Detail sheet and why they are important.

Important Fields and Options

Type
This denotes the type of account for this customer record:
• A new customer record has a default type of Prospect if the Customer Relationship Management (CRM)
module is not enabled.
• When a sales order is created for the new customer, the type automatically updates to Customer.
• If the CRM module is installed, the default type for a new customer is Suspect. If a customer record displays
as a suspect, it indicates that the record is for a potential customer that has not yet been contacted by your
sales team.
Territory
A territory is the sales area where the customer is located. In addition, this field indicates which salesperson is
responsible for transactions with this customer. If the CRM module is installed, this is a mandatory field.
• Click the Get Territory button to automatically assign a territory to this customer. The program locates the
territory that contains this customer’s address.
• To manually select the territory, select the Territory Locked check box. The Territory field activates; select
a new territory from this list.
If the CRM module is not installed, this field is not mandatory, and the Get Territory button, as well as the
Territory Locked check box, are both unavailable. For reference, a territory can be selected manually.
Valid Payer, Valid Sold To, and Valid Ship To
• Select the Valid Payer check box to indicate that this customer is a valid payer who is authorized to remit
cash receipts in AR. Cash receipts can be entered for this customer only if this check box is selected.
• Select the Valid Sold To check box to indicate that this customer account is authorized for entry as a sold
to customer in AR Invoice Entry and Order Entry. AR invoices and orders can be entered for this customer
only if this check box is selected.
• Select the Valid Ship To check box to indicate that this customer account is authorized for entry as a ship
to customer in Order Entry. This customer account can be entered or selected as a ship to customer in Order
Entry only if this check box is selected.
By default, the Valid Payer, Valid Sold To, and Valid Ship To check boxes are selected for new customer
records. Clear the appropriate check boxes as needed when you add new customers.
Allow One Time Ship To
Select the Allow One Time Ship To check box to specify that alternate one-time ship to addresses can be
entered for this customer account on sales orders, service contracts, service calls, AR invoices, and at the time of
shipment.

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Example If this customer account is designated as the sold to customer on an order, select this check box
to allow the data entry person to enter one time ship to information. This is useful when you wish to ship
a sold item on a one-time basis to an alternate address to which you usually do not ship.

Allow Ship To Third Party

Select the Allow Ship To Third Party check box to specify if alternate third party ship to addresses can be
entered or selected when this customer number is entered as the sold to customer for certain transactions (sales
orders, service contracts, service calls, AR invoices, and at the time of shipment) in the Epicor application.
Example If this customer account is designated as the sold to customer on an order, you can also select
a third party as the bill to customer for the same order. Select this check box to allow the data entry person
to (optionally) enter ship to address information for the designated third party on the order. This is useful
when you wish to ship a sold item on a one-time basis to an alternate address to which you usually do not
ship for this third party.

Statements
Select this check box to indicate that Customer Statements should be generated for this customer. Only customers
that have this option selected display in the AR module's Customer Statements Report. You can always print
customer statements for specific date ranges.
If an activity occurs during a statement period, a statement prints, even if the net activity results in a zero balance.

Billing Sheets

Use the Billing sheets to enter and edit billing information about the current customer.

Detail Sheet
Use the Billing > Detail sheet to enter billing information for the selected customer. This sheet allows you to
define the selected customer's AR account, currency, tax options, billing terms, shipping terms, payment methods,
and other default transaction information. These default settings are used on sales orders and AR invoices unless
otherwise specified.

Bill To Sheet
Use the Billing > Bill To sheet to enter a bill to address for this customer. Either the main customer address can
be used or a different billing address can be entered. If the bill to address is in another country or requires a new
address format, use the Billing > Address Format sheet found next to the Billing > Bill To sheet to modify the
format.

National Account Sheet

Use the Billing > National Account sheet to override the company's Payer Bill To Relationship Class for this
customer. You can also view national accounts of which this customer is a member.

Price Lists Sheet

Your company has the option to set up price lists to reflect seasonal price changes or special price breaks you
give to specific customers or ship to locations. Once these lists are created, use the Billing > Price Lists sheet
to rank the priority of these lists for the current customer or current ship to location.
When you create an order, use the price lists assigned to this customer or ship to location to calculate the total
price of the sales order.

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Credit Detail Sheet

Use the Billing > Credit > Credit Detail sheet to enter and update the current customer's credit information.
Use this sheet to define credit limits for the current customer. You can also define other credit options.
Important Before you can edit customer credit information, you must have security rights to access this
sheet. These rights are defined on your user record. For more information, refer to the User Account
Maintenance topic in the Application Help.

You also use this sheet to place the customer on or off Credit Hold. If a customer is on credit hold, warning
messages display when you attempt to create a new packing slip or sales order for this customer. Depending
upon how you set up your Order module configuration, these messages may either warn you about the credit
problem, or completely prevent you from creating a new quote, order, or invoice.
Note The Epicor application places customers on hold when they exceed their credit limit during AR invoice
posting and sales order entry. Additionally, if you enter or update a credit limit for a customer that already
exceeds your new limit, that customer is also automatically placed on credit hold.

On this sheet you can also define whether you wish to receive non-traditional payment information (Payment
Instruments) such as post dated checks and bank drafts, and use it in calculating a customer's global credit limit.
The Billing > Credit > National Account Credit sheet allows you to check credit for customers in national
account relationships.

Billing > Alternates > Detail

Each customer record has at least one bill to address which can be the main customer address or a different one
as mentioned above. There are times when the bill-to address is not a different billing address but an entirely
different customer or entity than the customer ordering and receiving the goods.
Only valid customers created in Customer Maintenance can be defined as Alternate Bill To customers. Select the
Allow As Alternate Bill To option on the Billing > Detail sheet if this customer can be selected as an Alternate
Bill To.
Credit checking for a sales order is based on the bill-to customer.
Example Addison orders goods from your company. This customer is on credit hold, but his Alternate Bill
To customer (Dalton) has not exceeded its credit limit. Because Dalton is the paying customer, and is in
good credit standing, Addison's order is not placed on credit hold.

Billing > GL Controls > Detail

If a customer wants to post its records to an alternate AR account, create a specific general ledger (GL) control
code for the AR Account control type within the GL module, and add it to the customer's record on the Billing
> GL Controls > Detail sheet.

Tax Exemptions Sheet

Use the Tax Exemptions > Detail sheet to define customer specific exemptions.
When multiple exemptions are specified for a document or line, the Epicor application uses the highest exemption.
If more than one is considered to be highest, the Epicor application uses exemptions in the following order:

1. Customer

2. Product

3. Tax Liability

4. Tax Type

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5. Tax Exempt Code (the existing code set manually on the Billing > Detail sheet)

Banks Sheet

Use the Banks > Detail sheet to enter banking information for customers who want to make Electronic Funds
Transfer (EFT) payments to your company. The Bank sheet also holds information that pertains to the contract
the customer signed, which allows your company to withdraw money from the customer's account and specifies
for how long the contract is valid.
EFT payments are possible via an electronic interface between your company and the customer's bank. This
interface is defined in Electronic Interface Maintenance. In order for an EFT to take place, define an electronic
payment method with a valid output file in Payment Method Maintenance and (optionally) link it to the
customer's Billing > Detail sheet.

Workshop - Enter a Customer Record

Your company's Sales department was successful in attracting the business of an important customer they were
pursuing. Business procedures require that the Accounts Receivable department is responsible for initially creating
a customer record once its credit application is approved. Additional information is later added by the Sales
department.

Enter Customer Details

Navigate to Customer Maintenance.
Menu Path: Financial Management > Accounts Receivable > Setup > Customer

1. From the New menu, select New Customer.

2. In the Customer field, enter XXX (where XXX are your initials).

3. In the Name field, enter XXX, Inc. (where XXX are your initials).

4. In the Type field, select Customer.

5. In the available Address fields, enter an address for your new customer in the state of IL (Illinois).

6. Because the Customer Relationship Management (CRM) module is installed, click the Get Territory button
to enter territory information for the customer. When the CRM module is not licensed, adding a territory
to a customer record is optional.
In this workshop, because the customer is located in the state of Illinois (a previously entered territory),
United States - Mid West populates the Territory field. This is because the United States - Mid West sales
territory was previously defined in Sales Territory Maintenance with the state of IL as one of its boundaries.

7. Click Save.

Update Customer Terms and Tax Liability

1. Navigate to the Billing > Detail sheet.

2. In the Terms field, select XXX12 Month Payment Schedule (where XXX are your initials).
Optionally, select 18 Month Payment Plan.

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3. Click the Tax Liability button and search for and select IL.

4. Click Save.

Enter Bill To Information

Use the Billing > Bill To sheet to enter a bill to address for this customer. The Accounts Payable department for
the aerospace company is located at a different address than their sold to address.

1. Navigate to the Billing > Bill To sheet.

2. Click Copy Customer Address to copy the customer's address from the Customer > Detail sheet.

3. Modify the bill to name and address as follows:

Field Data
Name XXX Aerospace Accounts Payable (where XXX are your initials).
Address 1525 Aerospace Way
Address Building 1525-B
City Kirkland
State WA
Postal Code 98033
Country USA

4. Click Save.

Enter Credit Detail

Use the Billing > Credit > Credit Detail sheet to enter and update credit information (such as defining credit
limits) for the current customer. You can also define other credit options such as whether you receive non-traditional
payment instruments from them. The accompanying Billing > Credit > National Account Credit sheet allows
you to check credit for customers in national account relationships.

1. Navigate to the Billing > Credit > Credit Detail sheet.

2. In the Credit Limit field, enter 5,000.

3. Clear the Credit Hold check box to release your customer from credit hold.
The Epicor application initially selects this check box; it should usually be manually cleared for a new customer.

4. Click Save.

Enter Ship To Information

1. Navigate to the Ship To > Detail sheet.

2. From the New menu, select New Ship To.

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3. In the Ship To ID field, enter MAIN.

4. Select the Primary Ship To check box.

5. In the Ship Via field, select UPS Ground.

6. In the available Address fields, enter a ship to address for your customer in the state of KS (Kansas). This
can be, but does not have to be, the same as the Customer Bill To address.

7. Click the Get Territory button.

Because the customer's ship to address is in the state of Kansas, a previously entered territory, United States
- Mid West populates the Territory field. This is because the United States - Mid West sales territory was
previously defined in Sales Territory Maintenance with the state of KS as one of its boundaries.

8. Click Save.

Enter Contact Information

1. Navigate to the Contacts > Detail sheet.

2. From the New menu, select New Contact.

3. In the Name field, enter a friend's full name.

4. Select the Billing check box to mark your new contact as the primary billing contact.

5. Click Save.

6. Exit Customer Maintenance.

Contact Tracker

The Contact Tracker is a display-only version of consolidated contact-related programs such as, Customer
Maintenance, Sales Order Entry, Quote Entry, and more.
This tracker is useful for reviewing activity for a particular contact, throughout the Epicor application. For example,
if a contact named John Smith exists in the application, his name can be entered at this point. The customer he
is affiliated with can be reviewed, along with e-mail information, quotes, orders, jobs, or other records that bear
his name.

Menu Path
Navigate to this program from the Main Menu:
• Executive Analysis > Trackers > Contact Tracker
• Financial Management > Accounts Receivable > General Operations > Contact Tracker
• Sales Management > Customer Relationship Management > General Operations > Contact Tracker
• Sales Management > Order Management > General Operations > Contact Tracker
• Sales Management > Quote Management > General Operations > Contact Tracker

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Daily Accounts Receivable Processing

This section of the Accounts Receivable course focuses on Accounts Receivable processes which may take place
during a typical work day.
The following processes involving Accounts Receivable are performed on a regular basis:
• AR Invoice Entry
• Cash Receipts Entry
• Apply Credit Memo
• Reverse Cash Receipt

AR Invoice Entry

Use AR Invoice Entry to bill customers for products and services a company sells. Revenue and the corresponding
AR values for shipped products do not update the general ledger (GL) until an invoice is created and posted.
A group methodology is used to collect invoices and post them as a group (batch) to the GL in the same fiscal
period. Until a group posts, the GL does not update. The actual group ID is immaterial and can be used again as
soon as the original posts.
Note Reports and trackers used throughout the invoicing process are illustrated in this section of the
course.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > General Operations > AR Invoice Entry

Actions Menu

The Actions menu in AR Invoice Entry contains several processes you can use on your open invoices. The Get
functions allow you to pull information from various sources to create invoices within the current group. The
Group functions allow you to view and post the invoices within the current group. The Invoice functions allow
you to move invoices from one group to another.

Transfer

Use the Invoice > Transfer Actions command to transfer multiple AR Invoices from one entry group to another.
The Transfer Invoices to Another Group window displays where you can select a group of invoices to transfer
to a current or new Group ID.
Tip Use this option if you have invoices in several groups that you want to print and post at the same
time. When you transfer invoices into a single entry group, you only need to run the Print and Post
functions once.

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Locate Invoice Group

Use the Locate Invoice Group option to find a group that includes a specific invoice. This option locates the
group number; you can then enter this group number on the Group sheet to display the invoices within the
entry group.

Copy Invoice Lines

Use the Copy Invoice Lines option to adjust posted invoices that contain errors.
You can add adjusting entries to a miscellaneous invoice, shipment invoice, or credit memo. To do this, copy
selected lines to the original invoice. You can opt to create the adjusting line as a reversing entry. This can result
in the creation of a zero-balance invoice.
Adjustments only affect financial processes. They have no effect on shipments or other processes connected with
the original invoice.
If the Reference Invoice number is specified in the invoice header, this invoice is used as a source copy item.
Important
Invoice adjustment requires implementation of legal numbering.

AR Invoice Types

This section of the course describes seven unique AR invoice types.

• Advance Billing Invoice
• Deposit Billing Invoice
• Shipment Invoice
• Cancellation Invoice
• Credit Memo
• Miscellaneous Invoice
• Correction Invoice
As each invoice type is discussed, note the individual characteristics that differentiates it from the others.
Example The choice of whether to create an advance billing or deposit billing invoice comes down to
how the prepaid amount must be consumed.
• An Advance Billing Invoice links prepaid amounts to specific order lines and releases. As shipments
occur to the specified lines and releases, the prepaid amounts are consumed.
• A Deposit Billing Invoice only requires a sales order reference. Shipment of a line or release tied to
the specified sales order consumes the prepaid amount.

Note Most invoice types (excluding Cancellation Invoices) allow pre-defined records from Miscellaneous
Charge Maintenance, Product Tax Category Maintenance, and Tax Liability Maintenance to be added at
the time of invoice entry. Attach these records to an invoice line. To create an invoice for a miscellaneous
charge or for taxes only, add a blank line to the invoice and attach the charge or tax record to it.

Note If you have Tax Connect installed, disable it on the Company Configuration > Modules > Finance
> Tax Interface sheet or in Tax Reconciliation in order to complete the upcoming workshops.

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Advance Billing Invoices

Advance Billing Invoices are customer invoices created prior to shipping products or services. This invoice type
must be linked to a sales order, an order line, and an order release. It is possible to choose whether the advance
billing amount should credit the Deferred Revenue account defined in or the ordered part’s Sales (Revenue)
account.
Advance Billing Invoices must be created prior to creating a packing slip for the related sales order line and release;
however, a cash receipt for this invoice is not required prior to the shipping and invoicing of the related product
or service. The total amount of the Advance Billing Invoice is deducted from the Shipment Invoice, even if the
customer has yet to pay the invoice.
An Advance Billing Invoice remains on the Aging Report until it is paid. Even if the total of that advance is deducted
from the customer's Shipment Invoice before the Advanced Billing Invoice has been paid, the Advance Billing
Invoice still remains as an outstanding invoice against the customer until it is paid.

Workshop - Create Advance Billing Invoices

In this workshop, create advance billing invoices for two existing sales orders. On one invoice, select the Deferred
Revenue check box and on the other, do not. When the group posts, review the results of both methods.
Important Due to necessary database setup and specific data used to create an advanced billing invoice,
this workshop can only be performed by one person on a shared database. If you are unable to complete
this workshop, this does prohibit you from completing some of the workshops to follow.
If the sales orders used in this workshop are closed, you have the option to duplicate each of the sales
orders. By duplicating the sales orders you will be able to perform the functionality in this workshop as
well as workshops to follow. Review the Duplicating Sales Order Option listed in the Workshop
Constraints section of this course.

Create an Invoice Group

Navigate to AR Invoice Entry.
Menu Path: Financial Management > Accounts Receivable > General Operations > AR Invoice Entry

1. From the New menu, select New Group.

2. In the Group field, enter XXX (where XXX are your initials).

3. Accept the other defaults.

4. Click Save.

Add an Advance Billing Invoice Header

1. From the New menu, select New Advance Billing.

The Header > Detail sheet displays.

2. In the Sales Order field, enter 5084 and press Tab.

The Deferred Revenue check box defaults as selected on the invoice header.

3. Click Save.

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Add a Line

1. From the New menu, select New Line.

2. In the SO Line/Rel field, enter the following information:

Field Data
SO Line 1
Rel 1

3. In the Extended Price field, enter 50.00.

4. Click Save.

Add an Additional Line

1. From the New menu, select New Line.

2. In the SO Line/Rel field, enter the following information:

Field Data
SO Line 2
Rel 1

3. In the Extended Price field, enter 121.87.

4. Click Save.

Create Another Advance Billing Invoice

1. From the New menu, select New Advance Billing.

2. In the Sales Order field, enter 5130 and press Tab.

3. Clear the Deferred Revenue check box.

4. Click Save.

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Add a Line

1. From the New menu, select New Line.

2. In the SO Line/Rel field, enter the following information:

Field Data
SO Line 1
Rel 1

3. In the Extended Price field, enter 1000.00.

4. Click Save.

Print Preview the Invoice Group Edit List

1. From the Actions menu, select Group > Edit List.

The Invoice Entry - Group Edit List window displays.

2. Accept the defaults.

3. Click Print Preview to view the details and general ledger (GL) recap for this invoice group.
Note Review the deferred revenue account. Only the line amounts of the first invoice entered affect
this account.

4. When complete, close the report and the Invoice Entry - Group Edit List window.

Post the Invoice Group

1. From the Actions menu, select Group > Post.

The AR Invoice Post Process window displays.

2. Click Submit.

3. Close the AR Invoice Post Process window.

4. Minimize AR Invoice Entry.

Deposit Billing Invoices

A deposit billing invoice is a customer down-payment or pre-payment that must be linked to an order but not
to a specific order line or release. The Prepayment account defined in the default GL control code (Type - AR
Account) offsets the Receivables account in this transaction type.
Sales order deposits can also be created directly in Cash Receipt Entry. The difference between creating a deposit
invoice and creating a deposit through cash receipts is mainly that a physical invoice can be printed if a deposit
billing invoice is created. Also, if you do not choose to create a deposit billing invoice, the Receivables account

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is never affected by the deposit amount. Only when a deposit invoice posts, is the Receivables account debited.
Once an invoice payment posts, the Receivables account is credited.

Workshop - Enter a Deposit Billing Invoice

Your company's policy states that a 50% down payment must be received prior to the shipment of goods.
Because it does not matter which line the down payment is applied to, a deposit invoice can be used to bill your
customer for the down payment. In this workshop, create a deposit billing invoice for 50% of a customer's
existing sales order.
Important Due to necessary database setup and specific data used to enter a deposit billing invoice, this
workshop can only be performed by one person on a shared database. If you are unable to complete this
workshop, this does prohibit you from completing some of the workshops to follow.
If sales order 5094 is closed, you have the option to duplicate the sales order. By duplicating the sales order
you will be able to perform the functionality in this workshop as well as workshops to follow.

Enter a Deposit Billing Invoice Header

Maximize AR Invoice Entry.

1. From the New menu, select New Group.

2. In the Group field, enter XXX2 (where XXX are your initials).

3. From the New menu, select New Deposit Billing.

The Header > Detail sheet displays.

4. In the Sales Order field, enter 5094 and press Tab.

5. Click Save.

Add Deposit Information

1. Navigate to the Line > Deposit sheet.

2. In the Extended Price field, enter 1531.25.

3. Click Save.

Post the Invoice Group

1. From the Actions menu, select Group > Post.

The AR Invoice Post Process window displays.

2. Click Submit.

3. Close the AR Invoice Post Process window.

4. Minimize AR Invoice Entry.

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Advanced Billing/Deposit Balance Report

The Advance Billing/Deposit Balance Report allows you to view the total outstanding balance for advance
billing and deposit billing invoices or payments made against sales orders. Depending on your requirements, you
can select invoices and payments to calculate balance for based on apply date or invoice date. This report can
be filtered for all or one selected customer. You can have this report display deposit totals, advanced billing
totals, or both.
You can include unallocated deposits in the report by selecting the Show Unallocated Deposits check box.
This report displays the deposit or the advanced billing balance made on each specific sales order, depending on
your selection. This amount is the total deposit or advance amount, minus the value of the order or order line.
Logic Advance/Deposit Total = Order Value – Total Advanced/Deposit Amount

This total value can never be less than zero.

Tip Note that this report does not show the specific payments that the customer made for the total deposit
or advance amounts. To view these specific payments, run the AR Aging report.

Use this program to produce the Advanced Billing/Deposit Balance report.

Use the Selection sheet to select the report parameters. Use the Filter sheet(s) to select the specific records to
include on the report. For more information, refer to the Filters Overview topic in the Application Help.
Important For more information on how to review the status of a report you print, preview, or generate,
refer to the System Monitor Overview topic in the Application Help.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > Reports > Advance Billing/Deposit Balance

Workshop - View Sales Order Balances

Two advance billing invoices and one deposit billing invoice have posted. Running the Advance Billing/Deposit
Balance Report allows you to verify that the correct sales orders maintain the proper pre-payment amounts.
Navigate to the Advance Billing/Deposit Balance Report.
Menu Path: Financial Management > Accounts Receivable > Reports > Advance Billing/Deposit Balance
Important If you were unable to complete Workshop - Create Advanced Billing Invoices and Workshop
- Enter a Deposit Billing Invoice, you will not be able to complete this workshop. You have the option
to print the report and review previously posted advanced billing and deposit billing invoices. Results will
vary.

1. Accept the default values.

2. Click Print Preview and review the values recorded against sales orders 5084, 5130, and 5094.

3. Close the report and exit the Advance Billing/Deposit Balance Report.

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Sales Order Tracker

The Sales Order Tracker displays read-only information about open and closed sales orders, including shipment
activity, invoice activity, header and line item information, as well as sales order advances and deposit balances.
Each tracker can contain sheets from the primary entry program and supplemental sheets unique to the tracker.
Information on primary sheets and fields is included in the Application Help for the entry program. Supplemental
sheet information is included in the Application Help for the specific tracker.

Menu Path
Navigate to this program from the Main Menu:
• Executive Analysis > Trackers > Order Tracker
• Financial Management > Accounts Receivable > General Operations > Order Tracker
• Material Management > Shipping / Receiving > General Operations > Order Tracker
• Production Management > Scheduling > General Operations > Order Tracker
• Sales Management > Customer Relationship Management > General Operations > Order Tracker
• Sales Management > Order Management > General Operations > Order Tracker
• Sales Management > Quote Management > General Operations > Order Tracker
• Service Management > Field Service > General Operations > Order Tracker

Workshop - Use the Sales Order Tracker

In this workshop, review current information about sales orders 5084, 5130, and 5094 which were modified in
previous workshops.
Navigate to the Sales Order Tracker.
Menu Path: Financial Management > Accounts Receivable > General Operations > Order Tracker
Important If you were unable to complete Workshop - Create Advanced Billing Invoices and Workshop
- Enter a Deposit Billing Invoice, you will not be able to complete this workshop.

1. In the Sales Order field, enter 5084 and press Tab.

This is the sales order to which you posted the first Advanced Billing Invoice.

2. Navigate to the Invoices sheet.

3. Click Retrieve and review the invoice details.

4. Navigate to the Header > Order Totals sheet.

Note the values in the Advance Balance and Deposit Balance fields.

5. Repeat steps 1-4 for sales orders 5130 and 5094.

6. Exit the Sales Order Tracker.

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Shipment Invoices

Invoices for products or services shipped via Customer Shipment Entry generate automatically using the Action
menu's Get > Shipments option.
Note Pack slips that do not have the Shipped check box selected cannot have an invoice generated
through Get Shipments.

As noted above, the shipped status of a customer packing slip plays an important role in determining whether
an invoice can be automatically created. Other factors that impact a shipment's ability to generate an invoice via
Get Shipments include:
• Shipment Date vs. Invoice Group Date.
• Billing Day settings on an individual customer's maintenance program setup.
Example You select the 15th of the month for the Billing Day on the customer record. Only packing
slips marked as Ready to Invoice that have a ship date of up to the 15th are invoiced, even if you run
the Get Shipments function on the 20th of the month.

• The Company Configuration setting for the Save Shipments for Invoicing option.
The number of invoices generated for each customer is based on two selections on the customer record's Billing
> Detail sheet in Customer Maintenance.
• Consolidate Sales Orders - Select this check box if you want Get Shipments to generate one invoice that
contains multiple shipped orders. If you clear this check box, separate invoices are created for each order
placed by this customer that has shipped.
• Combine Packing Slips - Select this check box if you want Get Shipments to generate a single invoice for
packing slips created for the same order and fiscal period. If you clear this check box, each packing slip pulled
into the AR invoice group creates a separate invoice. This happens even if they were created for the same
sales order.
For more information about these settings, refer to the Application Help.

Workshop - Ship Customer Orders

Ordinarily, accounting personnel are not responsible for shipping customer orders, however the shipping clerk
is on vacation and you have been asked to step in. In addition to shipping the orders, you have been asked to
add a miscellaneous charge to one.
Important If you were unable to complete Workshop - Create Advanced Billing Invoices, you will not
be able to complete this workshop. Contact your system administrator to refresh your education database.

Ship Sales Order Lines

Navigate to Customer Shipment Entry.
Menu Path: Material Management > Shipping / Receiving > General Operations > Customer Shipment Entry

1. From the New menu, select New Pack.

2. In the Order Number field, enter 5084 and press Tab.

3. Click the Mass Shipment button.

4. Click the Ship All button.

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5. Click the Update button.

A negative quantity warning message may display. If yes, to the message, click Yes.

6. Select the Shipped check box and note the packing slip number __________.

7. Click Save.

Add a Miscellaneous Charge

1. From the New menu, select New Pack.

2. In the Order Number field, enter 5130 and press Tab.

3. Click the Mass Shipment button.

4. Click the Ship All button.

5. From the New menu, select New Misc Charge.

6. In the Charge ID field, select XXX Refundable Pallet Charge (where XXX are your initials).
Optionally, select Freight.

7. In the Charge Amount field, enter 14.00.

8. Click Save.

9. Navigate to the Summary sheet and click the Update button.

10. Select the Shipped check box and note the packing slip number __________.

11. Click Save and exit Customer Shipment Entry.

Workshop - Invoice Shipments

You must now invoice the shipments you made.

The consumption of the advance billing amounts posted in a previous workshop displays on the appropriate
invoice lines.
Important If you were unable to complete Workshop - Create Advanced Billing Invoices and Workshop
- Ship Customer Orders you will not be able to complete this workshop. Contact your system administrator
to refresh your education database.

Create an Invoice Group

1. Maximize AR Invoice Entry.

2. From the New menu, select New Group.

The Group > Detail sheet displays.

3. In the Group field, enter XXX3 (where XXX are your initials).
Accept the other defaults.

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4. Click Save.

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Generate Shipment Invoices

1. From the Actions menu, select Get > Shipments.

The Get Shipments window displays.

2. Click the Manual Selection button.

3. Select the two packing slips you created in the Workshop - Ship Customer Orders.

4. Click OK.

5. To the Are you Sure? message, click Yes.

6. Click OK to the message that displays saying invoices were created.

In the Invoices grid, two shipment invoices display.

7. Review the line and header details for both invoices.

Review Miscellaneous Charge Information

1. Navigate to the Line > Misc Charge sheet for Northern Machine's invoice.

2. Review the miscellaneous charge.

The pallet charge you added to the packing slip's header displays. The charge does not display on the invoice
header because an AR invoice can be for multiple shipments, and this miscellaneous charge only pertains
to this one shipment.

Post the Invoice Group

1. From the Actions menu, select Group > Post.

The AR Invoice Post Process window displays.

2. Click Submit.

3. Close the AR Invoice Post Process window and remain in AR Invoice Entry.

Shipped Not Invoiced Report

The Shipped Not Invoiced Report displays sales orders whose parts were shipped to customers; these customers
have not received shipment invoices for these shipments. Sales orders shipped during a selected date range
display on the report.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > Reports > Shipped Not Invoiced

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Cancellation Invoices

AR Invoice Entry provides the ability to directly cancel a posted invoice. The result is a credit memo created
directly against the invoice selected for cancellation. This process copies previous invoice lines and detail information
into the credit memo.
Note The invoice cancellation process does not reopen order packing slips. You must manually open
packing slips that need to be updated.

Invoice Cancellation Process

Workshop - Create a Cancellation Invoice

In this workshop, cancel a previously posted shipment invoice.

Important Due to necessary database setup and specific data used to cancel a posted invoice, this workshop
can only be completed by one person on a shared database.

1. From the New menu, select New Group.

The Group > Detail sheet displays.

2. In the Group field, enter XXX4 (where XXX are your initials).

3. Click Save.

4. From the Actions menu, select Create Cancellation Invoice.

The Create Cancellation Invoice window displays.

5. In the Legal Number field, enter 10033 (which is the invoice number) and press Tab.

6. Click OK.

7. To the Are you Sure? message, click Yes

8. Review the Cancellation Invoice created.

9. From the Actions menu, select Group > Post.

The AR Invoice Post Process window displays.

10. Click Submit.

11. Close the AR Invoice Post Process window and remain in AR Invoice Entry.

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Credit Memo Entry

Credit memos are transactions that reduce, or credit, a customer's receivables balance. Miscellaneous, Deposit
Billing, and Advance Billing credit memos are created and posted within AR Invoice Entry. Cash Receipts Entry
uses Unapplied or On Account receipt balances to automatically generate credit memos.
A sales order is not required when creating a miscellaneous credit memo, but if an order is selected, a
corresponding line item and release must also be selected. Alternately, it is possible to enter a valid invoice number
which automatically populates the related sales order information.
Credit memo types include:
• Credit Memo - This is a basic credit memo that reduces a customer's receivable balance. Basic credit memos
do not have to reference an invoice or sales order but must reference a customer.
• Advance Billing Credit Memo - This is a credit memo that reduces an advance billing invoice and removes
the advance balance from the referenced sales order line. This credit memo type is order-line specific.
• Deposit Billing Credit Memo - This is a credit memo that reduces a deposit billing invoice and removes the
deposit balance from the referenced sales order. This credit memo type is not order-line specific.
Use a credit memo to refund a credit card payment. Once a credit memo is created, use Apply Document to
apply a credit payment to the credit card transaction associated with the order or customer. This action credits
back the card. To learn more about credit card processing in the Epicor application, refer to the Credit Card
Processing course. The course provides workshops that detail setting up the Epicor application to use credit cards
and process credit card transactions.

Workshop - Create Credit Memos

The pallets you shipped to customer Northern Machine for sales order 5130 in a prior workshop were returned.
Create a credit memo that credits Northern Machine's account for the returned pallets.
In addition, Clarke Manufacturing cancelled open sales order 5122, but an advanced billing invoice has already
posted for that order, and a check was sent. Before closing that order, remove the advance from it.
Create an advanced billing credit memo for Clarke Manufacturing to remove the advanced billing balance from
sales order 5122 and credit the advanced billing invoice.
Important
Due to necessary database setup and specific data used to create credit memos, this workshop can only
be performed by one person on a shared database.
To complete this workshop on a shared database, you have the option to duplicate the sales order. Review
the Duplicating Sales Order Option listed in the Workshop Constraints section of this course.
Contact your system administrator to verify your education database is refreshed.

Create an Invoice Group

1. From the New menu, select New Group.

2. In the Group field, enter XXX5 (where XXX are your initials).

3. Accept the other defaults.

4. Click Save.

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Enter a Credit Memo Header

1. From the New menu, select New Credit Memo.

The Header > Detail sheet displays.

2. In the Sold To Customer field, enter Northern and press Tab.

3. Click Save.

Add a Line Miscellaneous Charge

1. From the New menu, select New Line.

2. From the New menu, select New Line Misc Charge.

3. In the Charge field, select XXX Refundable Pallet Charge (where XXX are your initials).
Optionally, select Freight.

4. In the Amount field, enter 14.00.

Even though the amount displays as positive, it creates an accounts receivable credit because the invoice
type is Credit Memo.

5. Click Save.

Post the Credit Memos Group

1. From the Actions menu, select Group > Post.

The AR Invoice Post Process window displays.

2. Click Submit.

3. Close the AR Invoice Post Process window and remain in AR Invoice Entry.

Miscellaneous Invoices

A miscellaneous invoice can reference a sales order or an inventoried line item but does not have to. If a non-part
line item is invoiced, the Part and Description fields can be used to enter the reason for the invoice (for example,
Cancellation Fee). A miscellaneous invoice can also be created for tax purposes only or be designated as a recurring
source invoice to use as a template for other recurring invoices.
In a miscellaneous invoice, the offsetting credit account(s) derives from the product group chosen on the invoice
lines. Often, a product group called Misc Income is created and used on miscellaneous invoices.
Although a valid part can be selected, corresponding Cost Of Sales (COS) amounts are not recorded for
miscellaneous invoices.

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Adjust Sales Accounts on AR Invoice Lines

You can now update sales accounts on miscellaneous invoice lines within AR Invoice Entry.
The sales of products or services often need to be placed within different sales accounts. AR Invoice Entry now
contains the functionality to override the default sales account within each AR invoice miscellaneous line. If it is
necessary to record the sale of the goods or service within a different account, select the sales account you
require.

Workshop - Enter a Miscellaneous Invoice

A tenant leasing a portion of your company's site space needs to be invoiced. Create a miscellaneous invoice to
bill the tenant using the terms code created in a prior workshop for scheduled payments.

Create an Invoice Group

1. From the New menu, select New Group.

2. In the Group field, enter XXX6 (where XXX are your initials).

3. Accept the other defaults.

4. Click Save.

Create a Miscellaneous Invoice

1. From the New menu, select New Miscellaneous Invoice.

The Header > Detail sheet displays.

2. In the Sold To Customer field, enter USASHELF and press Tab.

3. In the Terms field, select XXX 12 Month Payment Schedule (where XXX are your initials).
Optionally, select 18 Month Payment Plan.

4. Click Save.

Enter Line Information

1. From the New menu, select New Line.

2. In the Part/Rev field, enter Lease Payment.

3. In the Quantity field, enter 12.

4. In the Unit Price field, enter 2000.00.

5. Click Save.

Review the Payment Schedule

1. Navigate to the current invoice's Header > Payment Schedule sheet

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The Payment Schedule grid displays.

If needed, manually update scheduled payment due dates. The Aged Receivables Report begins aging as
each scheduled payment's due date is reached.

Print the Invoice

Tip Either an individual or entire group of invoices can print during invoice processing. If a new copy of
an invoice or credit memo is needed, it can print from either Posted Invoice Update or the Invoice Tracker.

1. From the Actions menu, select Group > Print Invoices.

The Print Group window displays.

2. Click Print Preview.

Review the payment schedule and terms printed on the invoice.

3. Close the preview window and the Print Group window.

4. Remain in AR Invoice Entry.

Workshop - Update the Sales Account on a Miscellaneous AR Invoice Line

Update the default sales account on the invoice line you entered in the Workshop - Enter a Miscellaneous Invoice.
Updating this account enables you to record this miscellaneous item to a GL account that differs from your default
sales account.

1. Navigate to the current invoice's Line > Detail sheet.

2. From the Actions menu, select Line > Get Default Account.
At the bottom of the sheet, the GL Account fields populate with the default book and sales account.

3. In the Account field, clear the default account, and enter 4065-00-10.

4. Click Save.

5. From the Actions menu, select Group > Post.

The AR Invoice Post Process window displays.

6. Click Submit.
Close the AR Invoice Post Process window and remain in AR Invoice Entry.

Workshop - Create a Miscellaneous Invoice for Tax Only

Create a miscellaneous invoice for tax only. Similar steps are used to create an invoice for a single miscellaneous
charge. In this case, you would attach a miscellaneous charge record to the blank line instead of attaching a tax
record.
Note A customer does not have to be attached to a tax liability record to be manually charged tax at the
time of invoicing. In this workshop, the customer we are invoicing happens to be in a tax liability that
includes the tax we are manually adding to the invoice. That fact does not have to be true to complete
this workshop.

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Create an Invoice Group

1. From the New menu, select New Group.

2. In the Group field, enter XXX7 (where XXX are your initials).

3. Accept the other defaults.

4. Click Save.

Create a Miscellaneous Invoice

1. From the New menu, select New Miscellaneous Invoice.

2. In the Sold To Customer field, enter XXX (where XXX are your initials) and press Tab.
Optionally, enter ACEMOLD.

3. From the New menu, select New Line.

4. Click Save.

Add Tax to an Empty Invoice Line

1. From the New menu, select New Tax Code.

The Line > Tax > Detail sheet displays.

2. In the Tax Type field, select State Sales Tax.

3. Verify the Manual Tax Calculation check box is selected.

4. In the Fixed Amount field, enter 19.80.

5. Click Save.

6. Navigate to the Group > Detail sheet and review the invoice amount.

Workshop - Create Miscellaneous Invoices for Cash Receipt Write Off

In this workshop, create additional miscellaneous invoices. These invoices will later be used when you write off
part of an invoice and an overpayment in Cash Receipt Entry in a later workshop .

Create Miscellaneous AR Invoice for Write Off

In this workshop task, create the first AR invoice for customer Addison, INC. Part of this invoice will be written
off in a later workshop.

1. From the New menu, select New Miscellaneous Invoice.

The Header > Detail sheet displays.

2. In the Sold To Customer field, enter ADDISON and press Tab.

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3. In the Shipment Date field, select a date one week prior to today's date.

4. In the Terms field, select Net 30.

5. Click Save.

6. Record the invoice number. You will use it in a later workshop task.

7. From the New menu, select New Line.

8. Enter the following:

Field Value
Part/Rev 070-6778
Quantity 30
Unit Price 85
Group Hardware
Tax Liability Exempt

9. Click Save.

10. Remain in AR Invoice Entry for the next workshop task.

Create Miscellaneous Invoice for Negative Write Off

In this workshop task, create the second miscellaneous AR invoice for customer Addison, INC. Part of the payment
for this invoice will be written off in Cash Receipt Entry in a later workshop.

1. From the New menu, select New Miscellaneous Invoice.

The Header > Detail sheet displays.

2. In the Sold To Customer field, enter ADDISON and press Tab.

3. In the Shipment Date field, select a date one week prior to today's date.

4. In the Terms field, select Net 30.

5. Click Save.

6. Record the invoice number. You will use it in a later workshop task.

7. From the New menu, select New Line.

8. Enter the following:

Field Value
Part/Rev 030-2234
Quantity 10
Unit Price 100

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Field Value
Group Hardware
Tax Liability Exempt

9. Click Save.

10. Remain in AR Invoice Entry for the next workshop.

Workshop - Create an Additional Miscellaneous Invoice

In this workshop, create an additional miscellaneous invoice. This invoice will later be corrected when you create
a correction invoice in a later workshop.

1. From the New menu, select New Miscellaneous Invoice.

2. In the Sold To Customer field, enter Dalton and press Tab.

3. From the New menu, select New Line.

4. Click Save.

Update a Line Record

1. In the Description field, enter Consultation.

2. In the Group field, select Services.

3. In the Quantity field, enter 2.

4. In the UOM field, next to Quantity, select Hours.

5. In the Unit Price field, enter 175.

6. Click Save.
Note that the Total amount is 350.00.

Print Preview the Edit List

1. From the Actions menu, select Group > Edit List.

The Invoice Entry - Group Edit List window displays.

2. Accept the other defaults.

3. Click Print Preview and review the group details.

4. Close the AR Invoice Edit List and the Invoice Entry - Group Edit List windows.

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Post the Invoice Group

1. From the Actions menu, select Group > Post.

The AR Invoice Post Process window displays.

2. Click Submit.

3. Close the AR Invoice Post Process window.

4. Remain in AR Invoice Entry.

Workshop - Print a Draft, Original, and Copy of an AR Invoice

You can enable the functionality of printing AR invoices in the draft mode and non-draft mode.
The original invoice is printed without a copy number. Each time you reprint an AR invoice, the copy number is
incremented by 1. The original print date and time is saved and remains unchanged during subsequent printing.
If you do not want to increase the copy number every time an AR invoice is printed, select the Draft Copy check
box to print the invoice in the draft mode. In this case, Draft Copy is printed in the invoice header. Each page
displays the following information:
• DRAFT COPY instead of Invoice/Credit Memo
• INTERNAL USE ONLY - NOT SUITABLE FOR TAX PURPOSES
• Page number of the total number of pages
• Invoice date
• Printed At followed by the date and time stamp of the print time
To enable this functionality, select the Use copy number check box on the Modules > Finance > Accounts
Receivable > General sheet in Company Configuration.
In this workshop, create an AR invoice, print a draft copy, post the AR invoice, print the original copy, and reprint
an invoice with a copy number.

Enable Copy Number Printing

Navigate to Company Configuration.
Menu Path: System Setup > Company/Site Maintenance > Company Configuration

1. Navigate to the Modules > Finance > Accounts Receivable > General sheet.

2. In the Invoicing pane, select the Use copy number check box.

3. Click Save.

4. Exit Company Configuration.

Create a Miscellaneous Invoice

Navigate to AR Invoice Entry.
Menu Path: Financial Management > Accounts Receivable > General Operations > AR Invoice Entry

1. From the New menu, select New Group.

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2. In the Group field, enter XXX1 (where XXX are your initials).

3. Click Save.

4. From the New menu, select New Miscellaneous Invoice.

The Header > Detail sheet displays.

5. Click the Sold to Customer button and select a customer.

6. From the New menu, select New Line.

The Line > Detail sheet displays.

7. In the Description field, enter a part description.

8. In the Quantity and Unit Price fields, enter a quantity and unit price.

9. Click Save.

10. Note the invoice number ____________.

11. Remain in AR Invoice Entry.

Print a Draft Invoice Copy

1. From the Actions menu, select Invoice > Print Invoice.

The Print Invoice window displays.

2. Ensure that the Draft Copy check box is selected.

3. On the Main toolbar, click the Print Preview button to review the report.

4. Review the invoice on your screen. Note the information in the invoice header, date, and Printed At.

5. Remain in AR Invoice Entry.

Post the Invoice

1. From the Actions menu, select Group > Post.

The AR Invoice Post Process window displays.

2. Click the Submit button.

3. Close the AR Invoice Post Process window.

4. Exit AR Invoice Entry.

Print an Original Invoice

Navigate to AR Invoice Tracker.
Menu Path: Financial Management > Accounts Receivable > General Operations > AR Invoice Tracker

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1. Click the Invoice button to search for and select the invoice you created.
Tip You can search an invoice by a user ID. Select the Created By option in the Sort By field, and click
OK.

2. On the Summary sheet, note that the invoice is Posted and Printed.

3. From the Actions menu, select Print.

The Print Invoice window displays.

4. Clear the Draft Copy check box.

5. Click the Print button and select Client Printer or Server Printer.
The SSRS Client Printer or SSRS Server Printer window displays depending on your selection.

6. Click OK to print the invoice.

7. Review the printed invoice. Note the information in the invoice header.

Reprint an Invoice with a Copy Number

Navigate to AR Invoice Tracker.
Menu Path: Financial Management > Accounts Receivable > General Operations > AR Invoice Tracker

1. Click the Invoice button to search for and select the invoice you created.
Tip You can search an invoice by a user ID. Select the Created By option in the Sort By field, and click
OK.

2. On the Summary sheet, note that the invoice is Posted and Printed.

3. From the Actions menu, select Print.

The Print Invoice window displays.

4. Clear the Draft Copy check box.

5. Click the Print button and select Client Printer or Server Printer.
The SSRS Client Printer or SSRS Server Printer window displays depending on your selection.

6. Click OK to print the invoice.

7. Review the printed invoice. Note the information in the invoice header: the Copy number displays 1, the
First Printed timestamp shows when the original invoice was printed, and Printed At displays the timestamp
of the current print.

Recurring Invoices

If you have invoices for the same product and services which occur on a specific schedule, you can use the
functionality in AR Invoice Entry to re-create them automatically based on specified parameters. You do not have
to manually create such invoices.
Important Recurring invoices are only allowed for miscellaneous invoices.

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To use recurring invoices, you need to:

1. Define a recurring cycle in Recurring Cycle Maintenance.

2. Flag an invoice as a recurring source invoice and assign a cycle.

3. Use the Generate Recurring Invoices process to generate recurring invoices based on the recurring source
invoice.

Workshop - Create a Recurring Source AR Invoice

In this workshop, create a miscellaneous AR invoice and designate it as a recurring source invoice. You will use
this invoice as a template to generate AR recurring invoices.

1. From the New menu, select New Group.

The Group > Detail sheet displays.

2. In the Group field, enter XXX8 (where XXX are your initials).

3. Click Save.

4. From the New menu, select New Miscellaneous Invoice.

5. In the Sold to Customer field enter Addison and press Tab.

6. Click Save.

7. Select the Recurring check box at the bottom of the form.

8. In the Cycle Code field, select XXXMonthlyRecurrence (where XXX are your initials).
The details from the recurring cycle you selected are pulled into the invoice.

9. From the New menu, select New Line.

10. In the Description field, enter Services.

11. In the Quantity field, enter 12.

12. In the Unit Price field, enter 200.

13. Click Save.

14. Navigate to the Header > Recurring sheet.

15. Note that the details from the selected recurring cycle are displayed.

Post the Invoice Group

1. From the Actions menu, select Group > Post.

The AR Invoice Post Process window displays.

2. Click Submit.

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3. Close the AR Invoice Post Process window.

4. Remain in AR Invoice Entry.

Workshop - Create a Single Recurring AR Invoice

In this workshop, create a recurring AR invoice based on the recurring source invoice you created in the previous
workshop. Use the Get Recurring Invoices Action command in AR Invoice Entry.

1. From the New menu, select New Group.

The Group > Detail sheet displays.

2. In the Group field, enter XXX9 (where XXX are your initials).

3. In the Invoice Date field, select the first day of the next month.

4. In the Apply Date field, select the first day of the next month.

5. Click Save.

6. From the Actions menu, select Get > Recurring Invoices.

The Get Recurring Invoices window displays. Here you can filter for which customers and from which
cycles you want to generate invoices.

7. Click Cycle Codes and search for and select XXXMonthly Recurrence (where XXX are your initials).

8. Click Manual Selection to select from a list of the recurring source invoices available.

9. Select the Recurring Source AR invoice created in the previous workshop and click OK.

10. Click Yes in the confirmation window to the message that displays.

11. Click OK.

12. Minimize AR Invoice Entry.

A new invoice is created from the selected recurring source invoice. Each new invoice is a copy of the recurring
source invoice, including comments, charges, commissions, GL accounts, and other information.
Tip If necessary, you can change the data that pulls from the recurring source invoice into the recurring
invoice. If the Copy Latest Invoice option is selected on the recurring source invoice, the details will be
copied from the latest posted recurring invoice for that recurring series of the recurring source invoice.

Workshop - Generate Recurring AR Invoices

In this workshop use the Generate Recurring Invoices process to generate AR recurring invoices. This process is
useful if you have a high volume of recurring invoices.
Navigate to Generate Recurring Invoices.
Menu Path: Financial Management > Accounts Receivable > General Operations > Generate Recurring AR
Invoices

1. Verify that Now displays in the Schedule field.

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2. In the As of Date field, enter the first day of the month, three months from today.

3. Enter XXX-R (where XXX are your initials) in the Group ID field.

4. Click Process.

5. Exit Generate Recurring Invoices.

Retrieve Generated Invoices

In this workshop task, retrieve the AR recurring invoices you generated and post the invoice.

1. Maximize AR Invoice Entry.

2. Click the Group button and search for and select the group you created running the Generate Recurring
Invoice process (for example, XXX-R, where XXX are your initials).

3. Review the invoices you generated that display in the Invoices grid.

4. From the Actions menu, select Group > Post.

The AR Invoice Post Process window displays.

5. Click Submit.

6. Close the AR Invoice Post Process window.

7. Remain in AR Invoice Entry.

Correction Invoices

You can create a correction invoice by using the Create Correction Invoice Action command in AR Invoice
Entry. Correction invoices are created from source invoices.
Once created, a correction invoice displays in AR Invoice Entry with the same header information as the original
invoice and invoice lines pulled with negative and positive quantities.

Workshop - Create a Correction Invoice and View Transactions

In this workshop, create a correction invoice for a previously posted miscellaneous invoice and view transactions
in Customer Tracker.
Important Due to necessary database setup and specific data used to cancel a posted invoice, this workshop
can only be completed by one person on a shared database.

Create a Correction Invoice

1. From the New menu, select New Group.

The Group > Detail sheet displays.

2. In the Group field, enter XXX10 (where XXX are your initials).

3. Click Save.

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4. From the Actions menu, select Create Correction Invoice.

The Create Correction Invoice window displays.

5. Click the Legal Number and search for and select the miscellaneous invoice you created in Workshop -
Create an Additional Miscellaneous Invoice where the Total is $350.00.

6. Click OK.
The invoice displays in AR Invoice Entry.

7. Click the Line > List sheet and review the correction invoice that was created. Note the negative and positive
totals on the lines.

8. In Line 2, change the Unit Price from 175.00 to 160.00.

9. Click Save.

10. On the Line > Detail sheet notice that the Extended Price and Total now show 320.00.

11. From the Actions menu, select Group > Post.

The AR Invoice Post Process window displays.

12. Click Submit.

13. Close the AR Invoice Post Process window and exit AR Invoice Entry.

View Transactions in Customer Tracker

Navigate to Customer Tracker.
Menu Path: Financial Management > Accounts Receivable > General Operations > Customer Tracker

1. In the Customer field, enter DALTON.

2. Navigate to the Financial > Invoice > Open sheet and click Retrieve.

3. Note the two most recent invoices.

4. Exit Customer Tracker.

AR Aged Receivables Report

The Aged Receivables Report displays open accounts receivable (AR) invoices and credit memos, and sorts
them into default aging columns defined in Aging Report Format Maintenance. The aging columns are defined
by the Aging Format selected within your AR Configuration.
You can select invoices for your report by Apply Date or Invoice Date. The records can be aged by Due Date
or Invoice Date against the date in the Aged As Of field.
When an aging report is run by Due Date, the Future column contains posted invoices that are not due as of
the Aged As of Date selected on the report. When the report is run by Invoice Date, no entries display in the
Future column unless an invoice is posted with a date that is the same as the Aged As of Date selected on the
report.

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You can print legal numbers as transaction identifiers on the report by selecting the Print Legal Numbers check
box.
You can include payment instruments to the report by selecting the Print Payment Instruments check box.
If credit memos are selected for an aging report, they are shown with negative amounts.
Example An invoice is dated 5/1/15 and has payment terms set to Net 30. It is due on 6/1/15. On the
Due Date version of this report, it is in the Future column because it is not yet due. On the Invoice Date
version, this invoice is in the Current column.

Tip This report can work as a subsidiary ledger for your AR accounts. Enter the Aged As Of date for your
report. As a result, the report total should reconcile to the ending balance of the Accounts Receivable
account.

Use the Selection sheet to select the report parameters. Use the Filter sheet(s) to select the specific records to
include on the report. For more information, refer to the Filters Overview topic in the Application Help.
Important For more information on how to review the status of a report you print, preview, or generate,
refer to the System Monitor Overview topic in the Application Help.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > Reports > Aged Receivables

Workshop - Use the Aged Receivables Report

In this workshop, use the Aged Receivables Report to display some of your company's open invoices.
Navigate to the Aged Receivables Report.
Menu Path: Financial Management > Accounts Receivable > Reports > Aged Receivables

1. Accept the report defaults.

2. Click Print Preview and review the report.

Note The data displays on this report in the format you should use if you are trying to reconcile the
GL against the Aged Receivables.

3. Close the preview window and exit the Aged Receivables Report.

Balance Update Process

Use the Balance Update Process to update Accounts Receivable (AR) balances when they are not set for
automatic updates (i.e. the Real Time Update check box is clear in Company Configuration). Run this process
before running the AR Reconciliation Report to have accurate balances on your report if you have not set
automatic updates.
You have the choice when running this process of updating the balances or regenerating them.
Tip Run this process for each company after data migration to correctly calculate the balances of the
migrated data.

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Use the Selection sheet to choose the parameters for the process. Use the Filter sheet(s) to select the specific
records to include for the process. For more information, review the Filters Overview topic in the Application
Help.
Important For more information on how to review the status of any process that you run, review the
System Monitor Overview topic in the Application Help.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > General Operations > Balance Update

AR Reconciliation Report

Use the AR Reconciliation Report to print a single report to assist in reconciling Accounts Receivable (AR)
balances with the General Ledger (GL). The AR Reconciliation Report shows any differences between amounts
and transactions that post to the GL and the AR sub-ledger.
With this report, you no longer need to use multiple reports and trackers to reconcile your AR balances. The
report includes opening balances and displays movements for both the sub-ledger and GL. The report is run by
fiscal year/period and GL book. It can be grouped by GL account or document.
General ledger transactions to receivables control account(s) are displayed on the report even if they do not have
corresponding movement transactions (for example, manual journals).
The AR Reconciliation Report displays the following types of transactions:
• Cash movements (invoice payments and unapplied cash, debit notes)
• Invoice movements (all types)
• Credit memo application movements
• Reverse cash movements (invoice payment, unapplied cash, credit memo, and gain\loss)
• Invoice adjustment movements
• Open Load invoices (Startup)
• Payment instrument settlement movements
• Payment instrument cancellation movements
The AR Reconciliation Report separates linked transactions that have different apply dates in different periods.
If the apply date between the invoice and the corresponding GL transaction are in different periods, the transactions
are not grouped together. Instead, each one displays their corresponding transactions and the discrepancies
between the two on the report for period closing. The movement transactions display under the account that
they are posted to without the corresponding GL data and variances. The GL transaction displays in a separate
row, where the Type, Document Reference, and Transaction Reference still display, but not the movement
amounts or the variance.
Important
• Each row with a variance displays an asterisk at the end of the row that indicates the difference is due
to posting in a different fiscal period.
• Transactions that are posted to a period prior to the original transaction display an asterisk in the
Difference column. (For example, cash receipt in a period prior to the corresponding invoice Apply
Date and reverse cash receipt in a period prior to the original cash receipt).

You can select the Summary Only option to suppress transaction details from your report. You can also select
an option to display only transaction lines with differences, in the movements section of the report. Options to
print opening and closing balances are also available.

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The totals for the report are grouped by Detail Balance Account, with a subtotal section for the full GL account
that includes the sub-ledger totals.
Important For more information on how to review the status of a report you print, preview, or generate,
refer to the System Monitor Overview topic in the Application Help.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > Reports > AR Reconciliation

Workshop - View the AR Reconciliation Report

In this workshop, use the AR Reconciliation Report to view the AR invoices and credit memos you created in
the previous workshops.
Navigate to the AR Reconciliation Report.
Menu Path: Financial Management > Accounts Receivable > Reports > AR Reconciliation

1. In the Fiscal Year field, enter the current year.

2. In the Starting Period and Ending Period fields, enter the number of the current month.
The default is the prior period.

3. Accept the rest of the report defaults that display.

You can also run this report by selecting Document in the Group By drop-down list.

4. Click the Print Preview icon.

5. From the AR Reconciliation Report that displays, review the AR invoices and credit memos you created in
the previous AR Invoice Entry workshops.

6. Close the report window and exit AR Reconciliation Report.

AR Reconciliation Tracker

Use the AR Reconciliation Tracker to assist in the reconciliation between your Accounts Receivable sub-ledger
and General Ledger to reduce month-end processing time.
You can select the criteria to retrieve and display transactions and calculated totals for specific periods you want
to reconcile, to avoid sorting through all transactions in your database. Retrieved records can be copied to Excel.
From the Movement Variance calculated field, you can right-click and select Drill Down so you can drill down
into the transactions that cause a difference between the GL and subledger. The transactions from the time
period specified display in the Differences sheet so they can be reviewed in detail.
Difference reasons include:
• Amount - Posted amount different between GL and subledger
• Backdated Settlement - Settlement (or reversal) in a period prior to initial document posting
• Fiscal Period - Fiscal period difference between GL and subledger
• Missing GL - No GL transaction linked to the movement (for example, open load invoice)
• Missing Subledger - No subledger transaction linked to the GL movement (for example, manual journal)

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You can right-click on the GL Movements or Subledger Movements calculated fields and select Drill Down
to drill down into either GL movement or AR subledger movement transactions. The transactions from the time
period specified then display in the GL Movements or Subledger Movements sheets so they can be reviewed.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > General Operations > AR Reconciliation Tracker

Workshop - View Records in AR Reconciliation Tracker

In this workshop, retrieve and display the records you previously reviewed in the AR Reconciliation Report in
the AR Reconciliation Tracker.
Navigate to the AR Reconciliation Tracker.
Menu Path: Financial Management > Accounts Receivable > General Operations > AR Reconciliation Tracker

1. Verify the Fiscal Year, Start Period, and End Period reflect the current month and year.

2. Accept the rest of the defaults that display.

3. From the Totals pane, click the Retrieve button.

Opening and closing balances, display for all GL accounts for the specified time period. These totals match
the totals in the AR Reconciliation Report.
Note You can enter an account in the GL Account field to display totals for a single account.

4. Right-click on the Movement Variance field and select Drill Down.

Any transactions that cause a difference between the GL and subledger for the specified time period display
in the Differences grid.

5. Review any records displayed in the Differences grid.

6. Navigate to the All Records sheet.

7. Click Retrieve.
All records display for the specified time period.

8. Review the records in the All Records grid.

9. Exit AR Reconciliation Tracker

AR Invoice Tracker

Use the AR Invoice Tracker to drill into selected invoices and get information for an invoice. This includes
information such as the posted status, shipping information, payment activity, schedules, GL transactions, header
and line item information, as well as memos linked to the selected invoice.
The Sales Order Tracker can also be accessed from within the Invoice Tracker.
The Invoice Tracker is a display-only version of AR Invoice Entry which contains supplemental sheets not found
in AR Invoice Entry. Records cannot be added or updated in trackers.

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You can also use AR Invoice Tracker to track recurring AR invoices. The Header – Recurring sheet displays the
recurring invoice information that you added in AR Invoice Entry. Click the Retrieve button to:
• Retrieve invoices that were generated for the selected recurring source invoice.
• View the total value that was invoiced for the recurring series.
• View the latest posted invoice from the series and the next invoice date.
The required information is displayed under the Recurring Invoices grid.
If you are using the Use copy number functionality for printing draft copy of AR invoices, you use AR Invoice
Tracker to print the original invoice if it is not posted or if it is posted, but not yet printed. For more details,
review the Workshop - Print a Draft Copy of an AR Invoice.

Menu Path
Navigate to this program from the Main Menu:
• Executive Analysis > Trackers > AR Invoice Tracker
• Financial Management > Accounts Receivable > General Operations > AR Invoice Tracker
• Financial Management > Deferred Revenue Accounting > General Operations > AR Invoice Tracker
• Sales Management > Customer Relationship Management > General Operations > AR Invoice Tracker
• Sales Management > Order Management > General Operations > AR Invoice Tracker
• Service Management > Field Service > General Operations > AR Invoice Tracker
• Service Management > Field Service Integration > General Operations > Invoice Tracker

G/L Distribution Report

The G/L Distribution Report shows the GL effect of the transaction types selected and displays transactions
which are ready to post.. You have the option to select date range or a specific fiscal period for your report.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Payable > Reports > G/L Distribution
• Financial Management > Accounts Receivable > Reports > G/L Distribution
• Financial Management > Payroll > Reports > G/L Distribution

Customer Statements

Customer Statements are forms that can be sent to a customer to recap current AR activity. Only customers
coded for Statement Print in Customer Maintenance are selected to print when printing for all customers.
If a customer is not coded for Statement Print in Customer Maintenance, to print a statement, select that customer
in the report options.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > Reports > Customer Statements

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Commission Report

The Commission Report displays sales commission information for selected salespeople. The report pulls
commission records from a specific time period, as determined by the From Date and To Date you specify.
If the salesperson is paid commissions based on customer payments, miscellaneous charges and credit memo
amounts are deducted before the final commission amount is calculated.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > Reports > Commission

Sales Tax Report

The Sales Tax Report lists the tax reportable sales within the selected taxing jurisdictions. You can select specific
date ranges for the report.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > Reports > Sales Tax

Cash Receipts Entry

Use Cash Receipts Entry to enter and post cash receipts. These are transactions you enter for customer payments,
customer credits, or miscellaneous cash amounts.
Important Before you can transact within Cash Receipts Entry, you must set up your fiscal periods in Fiscal
Period Maintenance.

A group methodology is used when processing cash receipts. Payments are grouped together to post in a batch
mode and update the General Ledger (GL). Unlike an invoice entry group, a cash receipts entry group always
defines the date of the payments in the group, the accounting period it posts to, and the bank account affected.
Note Entry Groups - These are comprised of transactions that occur during the same time period and
are ready to edit, print, and post. Entry groups are sometimes referred to as batches. An entry group can
also assign default transaction dates, fiscal periods, and account numbers for the cash receipts in the group.

You can create the following cash receipt transaction types:

• Invoice Payments - These transactions are entered with basic check information. They include detail lines
that describe how the check is used against the customer's outstanding invoices. These transactions debit the
Cash account and credit the Accounts Receivable account.
• Deposit Payments - These transactions track down payments made against specific sales orders (allocated)
or not linked to a sales order (unallocated). They debit the Cash account and credit the account number you
enter, which is normally a Prepayments liability account.
• Miscellaneous Payments - These transactions track miscellaneous cash received from sources other than
customers; they do not change customer AR balances. They debit the Cash account and credit the account
number you select.

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• Debit Notes - Enter these transactions when a customer requires a payment or invoice deduction. These
transactions create open payable amounts. Debit notes can be applied as unallocated amounts on a payment.
They can also be linked directly to an invoice, reducing the invoice's total amount due.

You can also create Unapplied Receipts. By selecting the On Account check box, these transactions are
automatically created when you enter a customer payment that is not applied to a specific open invoice or credit
memo.
Note You can use Apply Credit Memos to assign this amount to another invoice. You can also use AR
Write Off and Adjustment to adjust the balance. For more information, refer to the Apply Credit Memo
and AR Write Off and Adjustment topics in the Application Help.

When cash receipts post, they update invoice balances, create GL entries, and update Bank Reconciliation deposit
information.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > General Operations > Cash Receipt Entry
• Financial Management > Cash Management > General Operations > Cash Receipt Entry

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Invoice Payments

An invoice payment is a customer cash receipt entered with basic check information, and includes detail lines
that describe how the check is used against the customer's outstanding invoices.
Key components used when entering an invoice payment include:
• Invoice Selection - If known, an invoice number can be entered on a cash receipt's header, and the
corresponding customer numbers default. If unknown, a customer ID and its invoice(s) can be selected by
using the A/R Receipt > Invoice Selection sheet, where open invoices display. If multiple invoices are selected,
and their sum is greater than the check amount, the dollars are applied to the oldest invoice first, and then
each subsequent invoice until there are no dollars left to apply.
• Allocate - Once dollar amounts are applied to selected invoices, use the Allocate sheet to change the cash
amount applied to specific invoices if necessary.
• On Account - Once dollars are applied to selected invoices, the remaining balance, if one exists, can be placed
on the customer's current account by selecting the On Account check box in any of the sheets. On Account
amounts update the Unapplied Cash account defined in the default GL control code (Type - AR Account) and
are treated the same as credit memos. Credit memos can be applied against open invoices in Cash Receipt
Entry or applied to open invoices using Apply Credit Memo.

Invoice Selection

You can now automatically include negative receipts during invoice selection by selecting the Allow Negative
Receipts option in Cash Receipts Entry.
Within Cash Receipts Entry, select the Electronic Interface > Select Invoice Action command. From the Select
Invoices screen that displays, select the Allow Negative Receipts check box to include negative receipts in your
invoice selection process.
Negative receipts will then display and be included for selection in the grid and prompts eliminated. A clear check
box is the default, without negative receipts displaying in the selection grid.

Workshop - Apply Payment and Cancellation Invoice to Open Invoices

Twin Cities Motor Company sent a check to pay for their open invoices. Apply the customer's check, as well as
the cancellation invoice you posted in a previous workshop, to the open invoices on their account.

Create a Cash Receipt Entry Group

Navigate to Cash Receipts Entry.
Menu Path: Financial Management > Accounts Receivable > General Operations > Cash Receipt Entry

1. From the New menu, select New Group.

2. In the Group field, enter XXX (where XXX are your initials).

3. In the Bank Account field, select Main Checking Account.

4. Click Save.
In the Transaction Apply Date field, today's date defaults.

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Add an Invoice Payment

1. From the New menu, select New Invoice Payment.

2. In the Check field, enter XXX-1 (where XXX are your initials).

3. In the Receipt Amount field, enter 8919.89.

4. In the Customer ID field, enter TWINCITIES and press Tab.

5. Click Save.

Select Invoices to Pay

1. Navigate to the A/R Receipt > Invoice Selection sheet.

2. In the Invoices grid, select the Selected check box for each invoice.
Note Applying cancellation invoices from this window is the same as applying them from the Apply
Document program.

3. Click the Apply button.

4. Click Save and remain in Cash Receipts Entry.

Workshop - Apply Cash and a Credit Memo to Invoices

A check from Clarke Manufacturing was received in today's mail. Apply that check to Clarke's open invoices.

Create an Invoice Payment

1. From the New menu, select New Invoice Payment.

2. In the Check field, enter XXX-2 (where XXX are your initials).

3. In the Receipt Amount field, enter 1,777.75.

4. In the Customer ID field, enter Clarke and press Tab.

5. Click Save.

Select Invoices to Pay and a Credit Memo to Apply

1. Navigate to the A/R Receipt > Invoice Selection sheet.

2. Select the Selected check box for each invoice, to apply cash to Clarke's open invoices.

3. Click the Apply button.

4. Click Save.

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5. Remain in Cash Receipts Entry.

Workshop - Apply Payment and Write Offs to Open Invoices

When creating cash receipts, you can write off unpaid invoice amounts or invoice overpayments and select the
GL account to which the overpayment writes. You can also select if the write off is taxable. When you post a
cash receipt that includes write offs, the GL journal detail that is created for the write off is linked to the
corresponding cash detail with the reference GL control type AR Check Detail and contexts Receivables and
Write Off
In this workshop, customer Addison, INC has two outstanding invoices. Addison, INC has a disagreement with
your company about the amount of the first invoice. After discussion with Addison, INC, your company agrees
to accept a lower payment from the customer and write off the outstanding amount. You also receive a slight
overpayment for a second invoice from the customer and they inform you that you do not need to return the
outstanding amount. You will write off the overpayment.
You perform the following tasks:

1. Create an invoice payment for the first invoice and write off the unpaid amount.

2. Create an overpaid invoice payment for the second invoice and write off the overpayment.

Create an Invoice Payment and Write Off Unpaid Amount

In this workshop, create a payment for the customer and write off the outstanding invoice amount.

1. From the New menu, select New Invoice Payment.

2. In the Check field, enter XXX-7 (where XXX are your initials).

3. In the Receipt Amount field, enter 2,200.00.

4. In the Customer ID field, enter ADDISON and press Tab.

5. Click Save.

6. Navigate to the A/R Receipt > Invoice Selection sheet.

7. In the Invoices grid, select the Selected check box for the miscellaneous invoice you created in the Create
Miscellaneous AR Invoice for Write Off workshop task (Invoice with 2,550 balance).

8. Locate the Write Off column and select the Write Off check box for the invoice.
Note You may need to scroll to the right.

The Write Off Amount defaults to the remaining, unapplied value of the invoice.

9. In the Write Off Account field, enter 6400-00-00.

The account selected is the Bad Debt Expense account. This account is debited when this transactions
posts. When using the standard posting rules, the credit account used when adjusting an AR invoice is the
Receivables account the original invoice debited.

10. In the Comment field, enter Unrecoverable Debt.

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11. Click the Apply button.

12. The AR/Receipt > Allocate sheet displays.

13. Verify the write off information for the invoice.

14. Click Save and remain in Cash Receipts Entry.

Create an Invoice Payment and Write Off Supplier Overpayment

In this workshop task, create an overpayment for the customer and write off the overpayment amount.

1. From the New menu, select New Invoice Payment.

2. In the Check field, enter XXX-8 (where XXX are your initials).

3. In the Receipt Amount field, enter 1000.50.

4. In the Customer ID field, enter ADDISON and press Tab.

5. Click Save.

6. Navigate to the A/R Receipt > Invoice Selection sheet.

7. In the Invoices grid, select the Selected check box for the second invoice you created in the previous
workshop task (Invoice with 1,000 balance).

8. In the Cash Applied field, enter 1,000.50.

A message displays stating that the invoice cannot be overpaid and asking if you want to write off the
overpayment.

9. Click Yes.
An error message displays stating the GL Account cannot be blank.

10. Click OK.

The error message window closes. The Cash Payment value changes back to 1,000.00

11. Verify that the Write Off check box is selected and the Write Off Amount value is -.50
Note You may need to scroll to the right to locate the two columns.

12. In the Write Off Account field, enter 6400-00-00.

This account is credited when this transactions posts. When using the standard posting rules, the debit
account used when writing off an AR invoice overpayment is the Receivables account.

13. In the Comment field, enter Retained Overpayment.

14. Click the Apply button.

15. The AR/Receipt > Allocate sheet displays.

16. Verify the write off information for the invoice.

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17. Click Save and remain in Cash Receipts Entry.

Miscellaneous Payments

Use Cash Receipts Entry to enter miscellaneous payments. These transactions track miscellaneous cash received
from sources other than customers; they do not change customer AR balances. Miscellaneous transactions debit
the Cash account and credit the account number you select.
You can also use the Misc sheet to enter or select sales taxes for miscellaneous payments. After you enter the
main information for the payment, enter tax information. Enter or edit sales taxes within the Miscellaneous
Payment Tax List grid.

Workshop - Enter a Miscellaneous Cash Payment

A company has a recycling bin for aluminum cans in their break room. The cans they gather are periodically
turned in to the local recycling center, and the cash is deposited in the company’s petty cash account. Enter a
miscellaneous cash payment for the can deposit return.

1. From the New menu, select New Misc Payment.

2. In the Check field, enter Cash.

3. In the Amount field, enter 34.10.

4. In the Credit GL Account - Account field, enter 7000-00-00.

5. Click Save and remain in Cash Receipts Entry.

Prepayments

In the Epicor application, you can enter an AR prepayment as a deposit invoice or as a deposit payment. A deposit
payment can later be converted to a deposit invoice. A deposit invoice entered manually must be allocated (linked
to a sales order). A deposit invoice can be converted from an unallocated (not linked to a sales order) payment
deposit if you have selected the correct Individual Deposit Invoice Tracking settings under the Modules > Finance>
Accounts Receivable sheet in Company Configuration. Allocated deposits are processed and closed automatically
once you process a shipment invoice for the linked sales order.
Deposits functionality:
• The ability to convert a deposit payment to a deposit invoice (invoice is created based on the payment and is
completely paid at the time of creation).
• The ability to calculate tax on deposit invoices.
• The ability to apply credit memos to deposits (payments and invoices).
• Unallocated deposits (deposits not linked to sales orders) required for some countries.
Note An unpaid deposit invoice is not a deposit in the sense of the commonly understood business
meaning, of money received from the customer in advance showing intention to complete the deal. Rather,
an unpaid deposit invoice is a request for deposit. Deposit invoices become actual deposits only after you
receive payment from the customer.

Note Unallocated deposits play almost the same role as credit memos - they credit the customer balance
and affect the credit limit calculation accordingly. Also, an unallocated deposit must be matched to a

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regular AR invoice. Unpaid, unallocated deposits do not affect customer balances or credit limits. Further,
unallocated deposit invoices are stored in the application as zero-amount invoices.
Use of deposit invoices (whether created manually or converted from deposit payments) provides extended
options which are not available in the case of deposit payments. These extended options are as follows:
• Deposit invoices can be printed, and therefore are necessary when documentation is required.
• Taxes can be calculated and booked for deposit invoices but not for deposit payments.
• More complex posting is available for deposit invoices.
• Deposit invoices you create manually are best to use when tracking of payments is necessary (for
example, when you receive payments with sufficient delay, in several installments, in a foreign currency,
or when you can apply payment terms or finance/late charges).

Workshop - Enter Deposit Payments

Enter two deposit payments for customer, Lawrence Tooling. Allocate one deposit payment to a specific sales
order, but do not allocate the other deposit payment. In the upcoming Workshop - Convert a Deposit Payment
to a Deposit Invoice, you will convert a deposit payment you post into a deposit invoice.
Important Due to necessary database setup and specific data used to enter a deposit payment, this
workshop can only be performed by one person on a shared database.
If sales order 5198 has already been closed, you have the option to duplicate sales order and post a deposit
cash receipt against it.

Enter an Unallocated Deposit Payment

1. From the New menu, select New Deposit Payment.

The Deposit sheet displays.

2. In the Check field, enter XXX-3 (where XXX are your initials).

3. In the Amount field, enter 100.00.

4. In the Cust ID field, enter LAWTOOL and press Tab.

5. In the Account field, enter or verify 7300-00-00 displays.

6. Click Save.

Enter an Allocated Deposit Payment

1. From the New menu, select New Deposit Payment.

2. In the Sales Order field, enter 5198 and press Tab.

3. In the Check field, enter XXX-4 (where XXX are your initials).

4. In the Amount field, enter 100.00.

5. In the Account field, enter or verify 7300-00-00 displays.

6. Click Save.

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Workshop - Post a Cash Receipt Group

1. From the Actions menu, select Post.

The Cash Receipt Post Process window displays.

2. Click Submit and close the Cash Receipt Post Process window.

3. Minimize Cash Receipts Entry.

Debit Notes

Debit notes (charge-backs) from customers can be entered as part of the cash receipts process and can be applied
as part of the settlement process. Debit notes either relate to specific invoices or remain unassigned. They remain
as open receivables until they are matched with a credit memo or subsequently paid.
Entering a debit note does not admit liability. It creates an open debit note which can be collected later or matched
to an off-setting credit memo in the future. To learn more about the debit note process, refer to the Debit Note
Processing course.

Workshop - Post a Debit Note

In this workshop, post a debit note for no specific invoice. This debit note stays on the customer's account until
it is matched to a credit memo.

Enter a Debit Notes Only Group

1. Maximize Cash Receipts Entry.

2. From the New menu, select New Group.

3. In the Group field, enter XXX-DN (where XXX are your initials).

4. In the Bank Account field, select XXX Debit Notes Only (where XXX are your initials).

5. In the Transaction Apply Date field, verify today's date defaults.

The Fiscal Year and Fiscal Period values default based on the transaction date.

6. Click Save.

Enter an Invoice Payment

1. From the New menu, select New Invoice Payment.

The A/R Receipt > Header sheet displays.
New Invoice Payment is the only option available when you use a bank account that has the Debit Notes
Only option selected.

2. In the Check field, accept the default value.

3. In the Receipt Amount field, enter 10.

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4. In the Customer ID field, enter Dalton and press Tab.

Enter a Debit Note without Specifying an Invoice

1. From the New menu, select New Debit Note.

The A/R Receipt > Debit Note > Detail sheet displays.

2. In the Debit Note Reference field, enter XXX-DN100 (where XXX are your initials).

3. In the Debit Note Value field, enter 10.00.

4. In the Debit Note Due Date field, accept today's date default.

5. Click the Apply button.

Place the Debit Note On Account

1. Navigate to the A/R Receipt > Allocate sheet.

2. Select the On Account check box.

In the Invoices grid, the invoice displays as 9999999 since there was no invoice assigned to the debit note.

3. Click Save.

Post the Debit Note

1. From the Actions menu, select Post.

The Cash Receipt Post Process window displays.

2. Click Submit.

3. Close the Cash Receipt Post Process window.

4. Exit Cash Receipts Entry.

Workshop - View the AR Reconciliation Report

In this workshop, use the AR Reconciliation Report to view the transactions you created in the Cash Receipt
Entry workshops.
Navigate to the AR Reconciliation Report.
Menu Path: Financial Management > Accounts Receivable > Reports > AR Reconciliation

1. In the Fiscal Year field, enter the current year.

2. In the Starting Period and Ending Period fields, enter the number of the current month.

3. Accept the rest of the report defaults that display.

4. Click the Print Preview icon.

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5. From the AR Reconciliation Report that displays, review the AR transactions you created in the previous
Cash Receipts Entry workshops.

6. Close the report window and exit AR Reconciliation Report.

Credit Card Processing

Credit card information can be entered on sales orders and cash receipts, and the information can be applied to
invoices in Cash Receipt Entry as sales are processed. Use Apply Credit Memo to credit a customer's credit
card account as returns are processed. Before credit card transactions can be processed, an interface with PayPal
must be established.
Credit card transactions include the following:
• Customer invoice payments
• Customer credits
• Miscellaneous cash payments
If you are interested in learning more about credit card processing in the Epicor application, refer to the Credit
Card Processing course. The course provides workshops that detail setting up the Epicor application to use credit
cards and process credit card transactions.

Invoice Discount Analysis Report

The Invoice Discount Analysis Report provides information on customer invoices that have received discounts
in cash receipts. You can print this report for Earned Discounts or for Not Earned Discounts.
This report calculates and displays the best date on which customers should pay each invoice to receive a discount
according to their terms. You can filter this report by customer and by invoice.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > Reports > Invoice Discount Analysis

Cash Receipt Tracker

Use the Cash Receipt Tracker to review checks, invoice numbers, credit card transactions, and fiscal years and
periods. This tracker also displays information such as check number, applied amounts, unapplied amounts and
payment type.
You can also view, open, and retrieve files previously attached to posted cash receipts.
Menu Path: Financial Management > Accounts Receivable > General Operations > Cash Receipt Tracker

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Apply Document

Use Apply Document to place an open credit memo, unallocated deposit invoice, or unallocated deposit payment
balance against an open invoice. You can apply one of these document types against one or multiple invoices
or credit payment. You can only select invoices created for the customer listed on the document.
Note A Credit Memo is a specific type of Accounts Receivable invoice; it contains a transaction that reduces,
or credits, a customer's receivable balance. Credit memos may or may not refer to a sales order.

Important Before you can apply a credit memo through this program, you must post to your general
ledger (GL) via AR Invoice Entry. For more information, refer to the Application Help topic: AR Invoice
Entry > Post Invoice Group.

On the Summary sheet in this program, select the credit memo with which you want to work. Next, define the
amount from the credit memo to apply. Use the Detail sheet to select which invoices receive the credit amount
or the Credit Payment sheet to select credit payments to receive the amount. Lastly, apply the credit memo
amounts the command available from the Actions menu.
Note If a credit card needs to be refunded, enter a credit memo for the order or customer, and in Apply
Document, apply a credit payment to the credit card transaction associated with the order or customer.
This action credits back the card.

Tip When you apply credit memos, you also create GL transactions. Transactions are placed within the
GL accounts selected for the customer credit memo. For details on the creation of GL transactions, refer
to the Application Help topic: Posting to GL.

Tip You can place credit memos against invoices in Cash Receipts Entry.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > General Operations > Apply Credit Memo

Workshop - Apply Document

In this workshop, use Apply Document to apply to an open invoice the unallocated deposit payment you posted
in the Workshop - Enter Deposit Payments to an open invoice.
Important Due to necessary database setup and specific data used to complete the apply document
feature, this workshop can only be performed by one person on a shared database. If invoice number
10207 is unavailable for selection in the task, Select an Invoice, you are not able to complete this workshop
as written.
To complete this workshop, you must perform one of the following options:
• Skip this workshop and move forward with the course.
• Enter and post an AR Miscellaneous Line invoice for customer, LAWTOOL. The invoice number you post
can then be substituted for invoice number 10207 in this workshop. For instructions on how to enter
and post an AR Miscellaneous Line invoice, refer to the Application Help.

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Select a Document to Apply

Navigate to Apply Document.
Menu Path: Financial Management > Accounts Receivable > General Operations > Apply Credit Memo

1. From the New menu, select New Document to Apply.

2. In the Source Type field, select Unallocated Deposit Payment.

3. In the Document field, search for and select Check/Ref XXX-3 (where XXX are your initials).

4. Click Save.

Select an Invoice

1. Navigate to the Detail sheet.

2. From the New menu, select New Invoice.

3. In the Invoice field, enter 10207 and press Tab.

4. In the Credit Amount field, enter 100.00.

5. Click Save.

6. Navigate to the Summary sheet.

Invoice 10207 displays in the Applied Invoices grid.

Apply the Document

1. From the Actions Menu, select Apply Credit Memo.

2. Remain in Apply Document.

Workshop - Apply a Credit Memo to an Open Invoice

Apply the credit memo for the returned pallet (created in the previous workshop) to Northern Machine's open
shipment invoice.
Important If you were unable to complete Workshop - Create Credit Memos, you will not be able to
complete this workshop. Contact your system administrator to refresh your education database.

Select a Credit Memo

1. From the New menu, select New Document To Apply.

2. In the Source Type field, select Credit Memo/Correction Invoice.

3. Click the Document button.

The Accounts Receivable Invoice Search window displays.

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4. In the Customer field, enter Northern and click Search.

5. In the Search Results grid, select the credit memo created earlier to credit Northern Machines in the amount
of $14.00 for a miscellaneous pallet charge.

6. Click OK.

7. Click Save.
You are using the entire credit memo amount so the data in the Amount to Apply field does not need to
change. When the balance of a credit memo is higher than the balance of the invoice to which it is being
applied, this amount must be changed. The remaining amount remains open on the existing credit memo.

Select an Invoice to Credit

1. From the New menu, select New Invoice.

2. Right-click the Invoice field and select Open With > Invoice Search.

3. Click Search.

4. In the Search Results grid, select the shipment invoice posted for Northern Machine (for $14.00).

5. Click OK.

6. Click Save.

Apply the Credit Memo

1. From the Actions menu, select Apply Credit Memo.

If you do not click Save prior to this step, the Apply Credit Memo option will not be available.

2. Exit Apply Document.

Workshop - View the AR Reconciliation Report

In this workshop, use the AR Reconciliation Report to view the transactions you created in the Apply Document
workshops.
Navigate to the AR Reconciliation Report.
Menu Path: Financial Management > Accounts Receivable > Reports > AR Reconciliation

1. In the Fiscal Year field, enter the current year.

2. In the Starting Period and Ending Period fields, enter the number of the current month.

3. Accept the rest of the report defaults that display.

4. Click the Print Preview icon.

5. From the AR Reconciliation Report that displays, review the AR transactions you created in the previous
Apply Document workshops.

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6. Close the report window and exit AR Reconciliation Report.

AR Write Off and Adjustment

Use AR Write Off and Adjustment to adjust an amount against an open invoice or credit memo.
The amounts you enter increase or decrease the invoice balance and create general ledger (GL) entries.
Note You can adjust an open invoice to zero dollars to write it off, but that invoice closes and cannot be
re-opened or re-adjusted. If an amount is left on an adjusted invoice, it can be adjusted back up to its
original invoice amount. Use caution when increasing an invoice amount. If the original invoice is linked
to an order, reconciliation can become difficult.

Further considerations about adjustments:

• The GL account number that is debited (or credited when adjusting a credit memo) with the adjustment
amount is user-defined.
• A group is not required to adjust an invoice amount.
• A posting action is not necessary when adjusting or writing off an invoice; the GL updates once the adjustment
saves.
• If the invoice has pending cash receipts, you cannot adjust its amount until after the invoice posts.
• To change an invoice that has pending cash receipts, use AR Invoice Entry.
• Taxable adjustments are not allowed for payment timing taxes or withholding taxes.
When you adjust an AR invoice, you can select a document type for the adjusted invoice. If a legal number is set
for the selected document type, legal number information is updated accordingly when a legal number is
generated. The red storno value is defined by the selected document type. You can configure the Red Storno
option in the Transaction Document Type Maintenance program.
Before adjusting an invoice requiring a legal number or using the Red Storno option, you must create a document
type for the adjusted AR invoice in the Transaction Document Type Maintenance program and associate this
document type with a legal number configuration in the Legal Number Maintenance program.
Tip For more details on the specific GL transactions that can be created from AR adjustments, refer to the
Application Help topic: Posting to GL.

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > General Operations > Write Off and Adjustment

Workshop - Write Off a Customer's Bad Debt

Your company's controller agreed to write off the remaining balance of invoice 10024 for customer Mass Heat
and Air. In this workshop, adjust an open invoice's balance to $0.00.
Navigate to AR Write Off and Adjustment.
Menu Path: Financial Management > Accounts Receivable > General Operations > Write Off and Adjustment
Important Due to necessary database setup and specific data used to write off a customer's bad debt,
this workshop can only be performed by one person on a shared database. If this process has already been
completed for invoice 10024, when you attempt to save the adjustment, an error message will display
stating this invoice is closed.

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1. In the Invoice field, enter 10024 and press Tab.

Review the fields that populate and note the invoice balance.

2. In the Adjustment field, enter -200.00.

3. In the Account field, enter 6400-00-00.

The account selected is the Bad Debt Expense account. This account is debited when this transactions posts.
When using the standard posting rules, the credit account used when adjusting an AR invoice is the
Receivables account the original invoice debited.

4. In the Description field, enter Write off approved by XXX (where XXX are your initials).

5. Click Save.
The AR Invoice Adjustment Process window displays.

6. Click Submit and close the AR Invoice Adjustment Process window.

Invoice 10024 is now closed and off the aged receivables.

7. Exit AR Write Off and Adjustment.

Optionally, navigate to the Customer Tracker and display Mass Heat and Air's closed invoices. Invoice
10024 should now display as closed.

Adjust Cash Receipt

Use Adjust Cash Receipt to adjust a posted cash receipt.

Business Scenario
Adjust Cash Receipt provides access to existing posted cash receipts and provides the ability to make adjustments
to information such as the invoices included in the cash receipt and the cash receipt customer. You can also view
manually added taxes for the selected cash receipt.
Example Here are two examples of ways to update cash receipt information in Adjust Cash Receipt:
• You accidentally apply a customer check to the wrong invoice and close it. When you create a cash
receipt adjustment for the check payment, you can change the invoice to the correct invoice and apply
the adjustment, using the same check number. The check is now applied to the correct invoice. The
original, incorrect invoice re-opens.
• You receive a check from customer A. When you enter the cash receipt, you enter it for customer B
and post the receipt . When you create a cash receipt adjustment for the check payment, you can
change the customer from customer A to customer B.

The Adjust Cash Receipt process first cancels the cash receipt and adds the previously paid invoice amount back
into the invoice the cash receipt paid. A new record is then created for the adjusted cash receipt with the same
check number. The new record indicates that it is an adjustment and contains the new apply date and the reason
for the adjustment. Any closed invoices no longer paid by the adjusted payment re-open and any unpaid invoices
that are paid by the new adjusted invoice are closed.
When you apply an adjustment to a cash receipt, an Adjusted indicator displays for the receipt in Cash Receipt
Tracker.

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General process flow includes the following:

• Creates a receipt that contains a reversing entry. This negative receipt updates the balances of allocated
invoices. This process leaves an audit trail.
• Creates a receipt that contains an adjustment entry and uses the same payment number (such as a check
number). This adjustment receipt updates the balances of allocated invoices. This process leaves an audit trail.
• Allows the application of new cash receipts to invoices that have been removed from the cash receipt or are
no longer fully paid by the cash receipt.
This process does not apply to deposits applied to an invoice.
Adjust Cash Receipt Process

Note When you adjust a cash receipt, you cannot adjust the amount, currency, bank account or any bank
fees or taxes manually added to the cash receipt. If you need to change this information, you must reverse
the cash receipt using Reverse Cash Receipt Entry and then enter a new cash receipt in Cash Receipt
Entry.

You cannot adjust the following types of cash receipts in Adjust Cash Receipt:
• Cash receipts that include debit notes, write offs or credit card payments
• Cash receipts with a receipt withholding amount
• Miscellaneous cash receipts
• Cash receipts cleared by the bank reconciliation process
• Cash receipts paid using Electronic Interface
• Deposit cash receipts that are allocated to a sales order
When you post an adjustment for a receipt that originally created an unapplied (UR) credit memo, and that credit
memo is no longer applicable (because the cash moved to a different customer) the existing credit memo is
cancelled.
Note When searching for the cash receipt you want to adjust, you can use the fields in Cash Receipt
Search to enter criteria that will limit the receipts returned by the search. You can search by legal number,
check number, receipt number, bank account, or customer.

Important Once a cash receipt has been adjusted, it cannot be adjusted a second time. To make additional
changes, you must reverse the adjusted cash receipt and create a brand new cash receipt in Cash Receipt
Entry.

Note If your company uses legal numbers for cash receipt adjustments, you must first define at least one
Cash Receipt Adjustment transaction document type in Transaction Document Type Maintenance.
You then create a legal number format for the Cash Receipt Adjustment number type in Legal Number
Maintenance and select at least one Cash Receipt Adjustment transaction document type to use the
legal number format. When the legal number generates for the record, it uses the generation and format
information defined for the selected Document Type.

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Note If you add a cash receipt to an AR cash receipt batch in Cash Receipt Batch Maintenance and
then adjust the receipt, the adjusted cash receipt replaces the original cash receipt in the AR cash receipt
batch.

Workshop - Adjust Cash Receipt to Change Invoice Selection

In this workshop, customer Barriston Engineering has three outstanding invoices. They send you a check to pay
two of the invoices, leaving the remaining invoice unpaid. You accidentally pay the wrong invoice and post the
cash receipt. You must adjust the cash receipt to remove the incorrect invoice from the cash receipt and replace
it with the correct invoice.
In this workshop, you perform the following tasks:

1. Create an AR invoice group and three AR invoices.

2. Post the AR invoice group.

3. Create a Cash Receipt Entry group.

4. Add an invoice payment and select the invoices to pay.

5. Post the Cash Receipt group.

6. Adjust the Cash Receipt to remove the incorrect invoice and add the correct one.

7. Review the adjusted cash receipt.

Create AR Invoice Group and First Invoice

In this workshop task, create an AR Invoice group and a miscellaneous AR invoice for customer Barriston
Engineering.
Navigate to AR Invoice Entry.
Menu Path: Financial Management > Accounts Receivable > General Operations > AR Invoice Entry

1. From the New menu, select New Group.

2. In the Group field, enter XXX-TR (where XXX are your initials).

3. Accept the other defaults.

4. Click Save.

5. From the New menu, select New Miscellaneous Invoice.

The Header > Detail sheet displays.

6. In the Sold To Customer field, enter BARRISTON and press Tab.

7. In the Terms field, verify or select Cash on Delivery.

8. Click Save.

9. Record the invoice number. You will use it in a later workshop task.

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10. From the New menu, select New Line.

11. Enter the following:

Field Value
Part/Rev 001MP
Quantity 100
Unit Price 3.25
Group Fabricated
Tax Liability Exempt

12. Click Save.

13. Remain in AR Invoice Entry for the next workshop task.

Create Second Miscellaneous AR Invoice

In this workshop task, create a second AR invoice for customer Barriston Engineering in the XXX-TR (where XXX
are your initials) group.

1. From the New menu, select New Miscellaneous Invoice.

The Header > Detail sheet displays.

2. In the Sold To Customer field, enter BARRISTON and press Tab.

3. In the Terms field, verify or select Cash on Delivery.

4. Click Save.

5. Record the invoice number. You will use it in a later workshop task.

6. From the New menu, select New Line.

7. Enter the following:

Field Value
Part/Rev 001MP
Quantity 100
Unit Price 3.25
Group Fabricated
Tax Liability Exempt

8. Click Save.

9. Remain in AR Invoice Entry.

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Create Third Miscellaneous AR Invoice

In this workshop task, create a third AR invoice for customer Barriston Engineering in the XXX-TR (where XXX
are your initials) group.

1. From the New menu, select New Miscellaneous Invoice.

The Header > Detail sheet displays.

2. In the Sold To Customer field, enter BARRISTON and press Tab.

3. In the Terms field, select Cash on Delivery.

4. Click Save.

5. Record the invoice number. You will use it in a later workshop task.

6. From the New menu, select New Line.

7. Enter the following:

Field Value
Part/Rev 1032KNUT
Quantity 100
Unit Price 6
Tax Liability Exempt

8. Click Save.

9. Remain in AR Invoice Entry.

Post AR Invoice Group

In this workshop task, post the AR invoice group.

1. From the Actions menu, select Group and then Post.

The AR Invoice Post Process window displays.

2. Click Submit.
The Process Submitted message displays.

3. Exit the AR Invoice Post Process window.

4. Exit AR Invoice Entry.

Create a Cash Receipt Entry Group

In this workshop task, create a cash receipt group.

Navigate to Cash Receipts Entry.

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Menu Path: Financial Management > Accounts Receivable > General Operations > Cash Receipt Entry

1. From the New menu, select New Group.

2. In the Group field, enter XXX (where XXX are your initials).

3. In the Bank Account field, select Main Checking Account.

4. Click Save.
In the Transaction Apply Date field, today's date defaults.

Add an Invoice Payment and Select the Invoices to Pay

In this workshop task, add a new invoice payment and apply the payment to the first and third invoices.

1. From the New menu, select New Invoice Payment.

2. In the Check field, enter XXX-A1 (where XXX are your initials).
Record the check number. You will be using it in a later workshop.

3. In the Receipt Amount field, enter 925.00.

4. In the Customer ID field, enter BARRISTON and press Tab.

5. Click Save.

6. Navigate to the A/R Receipt > Invoice Selection sheet.

7. In the Invoices grid, select the Selected check box for the first and third invoice you created in the previous
workshop task (parts 001MP and 1032KNUT). Do not select the second invoice.

8. Click the Apply button.

9. Click Save and remain in Cash Receipts Entry.

Post the Cash Receipt Group

In this workshop task, post the cash receipt group.

1. From the Actions menu, select Post.

The Cash Receipt Post Process window displays.

2. Click Submit.

3. Close the Cash Receipt Post Process window.

4. Exit Cash Receipts Entry.

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Adjust Cash Receipt

In this workshop task, adjust the cash receipt by removing the first invoice for part 001MP and selecting the
second invoice for part 001PP.
Navigate to Adjust Cash Receipt.
Menu Path: Financial Management > Accounts Receivable > General Operations > Adjust Cash Receipt

1. Click the Search (binoculars) icon.

The Search Form displays.

2. In the Customer field, enter Barriston and click Search.

3. Select receipt XXX-1 (where XXX are your initials). and click OK.

4. In the Adjusted Receipt Date field, select today's date.

5. Navigate to the Invoice Selection sheet.

6. In the Current Cash Receipts grid, select the Remove check box for the first 325.00 invoice created for
part 001MP.

7. Click the Update button.

Outstanding Invoices and credit memos for the customer display in the Invoices grid.

8. Review the Unapplied field. It should display the 325.00 that is no longer applied to the removed invoice.

9. Select the Selected check box for the second invoice created for part 001PP. Note the Unapplied amount
should now be 0.00

10. From the Actions menu, select Adjust Cash Receipt.

A message displays to inform you that the cash receipt was successfully adjusted.

11. Click OK.

12. Exit Adjust Cash Receipt.

Review the Adjusted Cash Receipt

In this workshop task, view the adjusted cash receipt in Cash Receipt Tracker.
Navigate to the Cash Receipt Tracker.
Menu Path: Financial Management > Accounts Receivable > General Operations > Cash Receipt Tracker

1. In the Check... field, enter XXX-A1 (where XXX are your initials) and press Tab.
The adjusted cash payment details display. Note the Adjusted indicator for the cash payment to inform you
that the cash receipt was adjusted.

2. Navigate to the A/R Receipt > Allocation sheet.

The invoices to which the cash payment was applied display in the Invoices list. Note that the second 325.00
invoice selected in Adjusted Cash Receipt appears in this list and the removed first 325.00 invoice does
not appear in the list.

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3. Exit the Customer Receipt Tracker.

Reverse Cash Receipt

Use Reverse Cash Receipt to reverse a posted cash receipt.

Reverse Cash Receipt provides access to existing posted cash receipts and provides the ability to reverse the
total amount.
This process cancels the cash receipt and adds the previously paid invoice amount back into the invoice the cash
receipt paid. If the invoice was paid in full, the invoice status changes from closed to open.
When searching for the cash receipt you want to reverse, you can use the fields in Cash Receipt Search to enter
criteria that will limit the receipts returned by the search. You can search by legal number, check number, receipt
number, bank account, or customer.
The reversal process:
• Creates a receipt that contains a reversing entry. This negative receipt updates the balances of allocated
invoices. This process leaves an audit trail.
• Allows the application of new cash receipts to invoices to which the original receipt applied.
• Reverses journals in books affected by posting of the original receipt.
This process does not apply to miscellaneous cash receipts or deposits applied to an invoice.
In some cases, a portion of the cash receipt can be unapplied. This can occur when a credit memo is created for
an invoice to which the receipt applies. In this case, the process:
• Creates a debit memo to reverse the unapplied portion of the receipt. The Epicor application uses the credit
memo settings to create a debit memo marked as unapplied cash.
• Transfers the unapplied portion of the credit memo to the new debit memo.
Reverse Cash Receipt Process

Menu Path
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > General Operations > Reverse Cash Receipt
• Financial Management > Cash Management > General Operations > Reverse Cash Receipt

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Workshop - Reverse a Posted Cash Receipt and Review Results

Reverse a posted cash receipt. When complete, review the Customer Tracker to see if the paid invoice re-opens
as a result of the reversal.
Important Due to necessary database setup and the specific data used to reverse a posted cash receipt,
this workshop can only be completed by one person on a shared database.
If cash receipt 402 has already been reversed, use this workshop to learn the process and review the results
of reversing a posted cash receipt. To review the results, navigate to the Customer Tracker and follow
the steps in the Review the Customer Tracker piece of the workshop.

Reverse a Cash Receipt

Navigate to Reverse Cash Receipt.
Menu Path: Financial Management > Accounts Receivable > General Operations > Reverse Cash Receipt

1. Click the Search (binoculars) icon.

The Search Form displays.

2. In the Customer field, enter Dalton and click Search.

3. Select receipt 402 and click OK.

4. In the Reverse Date field, select today's date.

5. Click the Reverse button.

6. To the Are you Sure? message, click Yes.

The Information window displays.

7. To the message, click OK.

8. In the Customer ID field, right-click and select Open With > Customer Tracker
The Customer Tracker displays.

Review the Customer Tracker

Tip Use the Customer Tracker to view information about a customer. Each sheet contains links to
additional trackers. For instance, the Invoice sheet can take you to the Invoice Tracker. The Invoice sheet
also provides the ability to see an online aging report. Further, the Actions menu provides an option to
add quotes, sales orders, RMAs, and more. When selected, the Epicor application redirects you to the
appropriate program and defaults to the specified customer.

1. In the Customer field, enter Dalton and press Tab.

2. Navigate to the Financial > Payments > All sheet and click the Retrieve button.
Note that two entries exist for invoice 10229. One is the initial cash receipt and the other is the reversal you
just posted. The reversal displays a negative payment amount.

3. Navigate to the Financial > Invoices > Open sheet and click the Retrieve button.

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Note that invoice 10229 is now an open invoice.

4. Exit the Customer Tracker and Reverse Cash Receipt.

View the AR Reconciliation Report

In this workshop, use the AR Reconciliation Report to view the adjustment you made to Invoice 10024 and
the cash receipt you reversed.
Navigate to the AR Reconciliation Report.
Menu Path: Financial Management > Accounts Receivable > Reports > AR Reconciliation

1. In the Fiscal Year field, enter the current year.

2. In the Starting Period and Ending Period fields, enter the number of the current month.

3. Accept the rest of the report defaults that display.

4. Click the Print Preview icon.

5. From the AR Reconciliation Report that displays, review the Invoice 10024 to see the adjustment you made.

6. Review the posted cash receipt you reversed.

7. Close the report window and exit AR Reconciliation Report.

Lockbox Processing

Use Lockbox Processing to load Lockbox data files received from a bank, verify data, and process valid cash
receipts.
The ERP Lockbox functionality allows you to create cash receipts groups and items in the AR module using received
Lockbox bank files. You can perform the following tasks:
• Loading and validating the bank file data
• Automatic creation of cash receipts into two groups (those that can be and cannot be posted)
• Automatic posting of cash receipts
• Generating a log which lists errors encountered during validation
This program is only available with the AR Lockbox license.
Menu Path:
Navigate to this program from the Main Menu:
• Financial Management > Accounts Receivable > General Operations > Lockbox Processing
• Financial Management > Cash Management > General Operations > Lockbox Processing

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Workshop - Load Lockbox File

This procedure describes how you can create a Lockbox group and ID, load and validate a bank file with records,
and post the created cash receipts group.

1. From the New menu select New Group.

2. In the Group field, enter XXX (where XXX is your initials).

This will be used to create the cash receipts group.

3. In the Lockbox Date field, enter the date you want to set up as a posting date.

4. In the Bank Account field, choose Bank Account 01 from the drop-down menu.

5. In the Payment Method field, select the payment method for the cash receipt group (for example, Check).

6. From the Layout ID list, select LOCKBOX, the layout created in the Workshop - Create Lockbox Layout.
All layouts must be pre-configured in Lockbox Layout Entry.

7. Click Save.

8. From the New menu select New Lockbox.

The application navigates to the Lockbox sheet.

9. In the Lockbox ID field, enter a unique identifier provided by the bank (for example, 671069) and the
Description in the adjacent field. If you don't know Lockbox identifier, you may get it from the bank file.

10. Click the Bank File... button and select the Lockbox file sent by the bank.
Note For the purposes of this course use the file from the Workshop - Create Lockbox Layout.

11. Click the Preview... button to visually review the data in the file.
In the preview window locate the Lockbox ID in the Batch Header (Record Type 5).

12. From the Actions menu, select Load File.

The information from the Lockbox file is now loaded into the application or loading errors are displayed in
Error Log.

13. If there are loading errors, click Preview... to preview the loaded file, identify the source of errors and
correct them.

14. From the Actions menu, select Process Group.

The application creates the cash receipt group for cash receipts. In case the Automatic Posting check box
was selected in Lockbox Layout Entry, the application posts the 'postable' group.

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Conclusion

Congratulations! You have completed the Accounts Receivable course.

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Index
T
terms maintenance 27

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 Additional information is available at the Education and
Documentation areas of the EPICweb Customer Portal. To access
this site, you need a Site ID and an EPICweb account. To create an
account, go to http://support.epicor.com.