Accounts Receivable

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Process Overview : Accounts Receivable (Customers)



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Customer masterfile controls the trading terms, credit facility and default information for contacts and addresses. Inventory masterfile integrates with the customer invoicing which handles invoicing and credits, which together with banking form a major part of the Accounts Receivable module.

Integration to other processing modules such as Point of Sale, Service and Automatic Billing allows the creation of invoices and/or credits, which are all saved in the invoicing component of the Accounts Receivable module.

Both invoicing and banking integrate to the General Ledger as part of the End of Day Processing.





Click on a Overview icon  (eg. flow_processing activities (brown)_sml) to open the Overviews and Coaching .



flow_setup activities (Brown)
flow_processing activities (brown)
flow_reporting activities (brown)




Advanced User Information


ICE V2.30 Update

Emailing of Invoices and Statements

Improved search function for customer email addresses.

The default of searching only for an email address in Account Contacts has been expanded to check Account Contacts first, then Main Contact, and finally Customer email address.

If none of these fields are populated, then the invoice will be printed rather than emailed.



The set-up required to get the email/print functionality of Customer Statements working:

The Customer Account Contact must be setup with an email address:

Copy the email address for the Customer on the Details tab of the Customer Master file.

Change to the Account tab and select the Account Contact pull down.

Press F7 and go to the Details tab for the contact & paste in the email address.

This is where the email functionality looks first for an email address.

When in Customer Statements ensure the Order By is set to Customer Code.

Leaving the default Order By .. Customer Name does not give full email functionality.

Pull down and select the Email Statements option.

This will email those set-up as such and print those not set-up for email.




Credit Warning Messages in Accounts Receivable

The Credit Warnings only appear when the nominated days have elapsed and there are invoices that are not fully allocated.

The forms where the Customer Warning messages are displayed:

AR Invoice/Credits

AR Banking

Service Logging - new service job

Non-invoice Parts

POS Payment


Invoice Notation

Notation has been added to the invoice to show if the invoice has been paid & if partially paid the amount that has been paid.

Previously Paid shows the value of the allocated amounts at the time of viewing.

If there has been no allocation this value is populated with a zero.

Balance Owing shows  the amount of the original invoice/credit less the allocated amounts at the time of viewing the invoice/credit.

If there has been no allocation, this value is populated with value of the invoice/credit.

Invoice Print Preview


ICE V2.25 Update

Master Files Hotlinks

Hotlinks between Customer Master, Equipment Master and Auto Billing Contract file:

New buttons have been added to the Customer Master, Equipment Master and Auto Billing Contract forms to hotlink them together.

This is a convenience feature that simplifies the process of viewing relationships between customers, equipments and billings without having to run separate searches in several master forms.

This feature will aid in completing a simple audit to ensure all machines being serviced under a maintenance contract are in fact being Auto Billed.

Customer Master File

Equipment Master File

Automatic Billing Form


ICE V2.21 Update


Print Delivery Options Extended

Print Invoices/Statements to PDF

Print PDF Invoices/Statements in Batches

Email Invoices/Statements to Customer

Functionality inclusion -  Accounts Receivables, Service, Customer Master, Auto Billing

Format - include remittance section (2 Formats)

Generation rules - (either to email or print) based on available customer information

Email hosting details and templates needs to be setup in:

Admin >> Setup >> General >> Email Setup


WIth <INVOICE> entered in Subject line of template,

the invoice number can be searched for by using the "Emails (unsent)" speed button (lightening flash)


If the Email option is greyed out – one of the things that should be checked is the email address in:

Admin >> Set Up >> Accounting >> Company


Bank Summary Report

A new label added on the same row as the Cheque Total called "Cheque Count"

This is the total count of the number of cheques on the banking summary.


Equipment Master Accessories

Equipment accessories can now be automatically maintained when selling/returning correctly set up stock items via AR Invoicing, Service Job Parts or Non Invoiced Parts.

When a stock item that is flagged as an accessory in Stock Master is added to an AR invoice line against an equipment, an accessory will be automatically added to the Equipment Master record for that equipment.

The new accessory will be visible on the Equipment Master Accessory tab, together with relevant purchase and sale details. If the stock item is serialised then a new accessory will be added to the equipment for each serial number used. A credit note for an accessory also creates an Equipment Master Accessory record but with a negative quantity.

In Stock Master, flagging an item as Accessory Stock (on the Details tab) now requires an Accessory Type to be set. This will initially be populated with the default accessory type set inAdmin>Setup>Inventory>Inventory Types for the particular stock type.




Customer Invoices

The purpose of processing invoices in the Accounts Receivable module is twofold:


The stock items are deducted from the Inventory Stock On Hand (or back ordered)


The invoice, when processed, is added to the Customer account and becomes an outstanding debtor invoice.

As invoices are processed, the Customer’s account balance is increased and is included in the outstanding Customer Aged Trial Balance report.


Accounts Receivable Banking

The banking of monies received for payment of Customer accounts is likened to entering the banking deposit slip details into the Accounts Receivable module. The header of the transaction holds the cheque details, the Customer Split section allows a single cheque deposit to be split between one or more Customer accounts, and the allocation lines of the transaction indicate what invoices are being paid.

The purpose of processing banking in the Accounts Receivable module is twofold:


The banking, when processed, is deducted from the Customer’s account balance


The deposit is reflected in the bank account and is used for the reconciliation of the bank account to the bank statement.



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