Accounts Payable (6)
A voucher cannot be deleted. However, you can remove the voucher be changing the payable amount to zero. To change the payable amount to zero, edit the general ledger distribution. This can be done by selected a general ledger number and change the amount to the desired amount, or by adding a general ledger (including an existing general ledger number) along with the amount to add or subtract to that distribution.
This is usually caused by a manual check being entered twice and the check register is processed. Both payments will be made to the voucher. This can also be caused if a payment was entered for a voucher that is dated before the voucher date for that voucher.
The is usually caused by requesting a partial payment for the voucher. The partial payment will create a check request which will be on the next cash requirements report.
Accounts Receivable (11)
BACKGROUND: You sold an item to your customer and it was defective. You need to send a replacement item to the customer and the customer will send the defective item back to you.
The following are the steps to issue a return authorization to your customer and then send the product back to the vendor for credit.
1. You have originally sold the customer a new item and charged the normal price using a new order. You have invoiced the order. This will remove one from your inventory.
2. Enter a new order as a return authorization. This order will stay in the backorders until the item has been returned from the customer. The return authorization number is the order number. Use a negative quantity for the item. The price will be the normal selling price. The quantity will not be allocated to backorder for the inventory item.
3. When you receive the item from the customer, display the return authorization order and invoice. This will add the quantity back into your inventory. This will put a credit on the customer account. Apply the credit using your normal apply credit memo procedures.
4. Issue a purchase order to your vendor for the return of the item. Use a negative quantity. Immediately receive the purchase order quantity. This will remove the item from your inventory. The purchase order will remain on the un-invoiced purchases until you have received notice of the credit from your vendor.
5. When you receive notice of the credit from the vendor, receive the invoice for this order. This will place a credit voucher in the accounts payable system.
The system does not mark the serial number sold until the order is invoiced.
Display the unsold serial numbers for the model. Enter the customer number, invoice number, invoice date, and price from the invoice. This will manually update the serial numbers as sold.
Add the serial number to the machines for that customer in the service section
1. If the daily report for payments has not been updated
a. Go into the payments screen again if you have closed that screen without updating.
b. Select the bad payment line in the list of payments. Press your delete key on the keyboard.
c. Enter the payment correctly.
2. The daily report for payments has been updated.
a. You can only make an offsetting (negative) cash receipt.
b. During the payment, click the VIEW PAID INVOICES button to display the invoices already paid.
c. Enter a negative payment to undo the original payment.
3. The invoice is not in current invoices for the customer, but is in history invoices (the month has been closed)
a. Enter a new invoice by going to orders/invoices, beginning balances.
b. Enter a positive amount of the incorrect payment in the amount box.
c. Enter the invoice number with a suffix such as 12345A.
d. Make a journal entry debiting accounts receivable and debiting cash.
Contract Billing (5)
1. Create the contract type.
A. Go to Service/Contracts, select Other, then click on click the “Other” menu and select Contract Types.
B. Select an existing contract type or enter a new contract type in the New Row at the top of the grid.
C. Enter the contract code and the appropriate general ledger numbers.
D. Check the box that says “include supplies”. This indicates that the contract will include supplies.
E. Click the “Coverage” button and set the coverage categories.
2. Set up the supplies that are used for each model machine.
A. Go to Inventory, Other and select Model Supply Cross Reference.
B. Enter each make, model, and supply item. Optionally enter the yield for that supply item. The make is optional. The model MUST be the same as used in the machine master record of service.
C. Each supply item that can be used for that model must be entered. For example, enter the OEM cartridge item number, compatible item number, and remanufactured item number. If the machine is color, you will need to enter each of the color cartridge item numbers.
3. When a customer orders supplies, enter the order as normal using the New Order routines in the Orders/Invoices section of accounts receivable.
A. Select the Contract Supplies tab.
B. Select the machine for which the supply item is to be used. The system will only display the machines with a “supply inclusive” contract. Check the box to select. The screen will display the supply items associated with that model.
C. Select the item desired. The screen will display each time that supply item was invoiced to the customer.
D. Optionally enter the meter reading or page count if you gather meter readings when an order is entered.
E. Enter the quantity to be delivered.
F. The default price is zero. However, you can enter a price.
G. Click Add to Order.
4. Invoice as normal. The cost of the cartridge is added as a cost of the contract when analyzing the contract using the service manager section.
5. Any inventory used in a service call is done with a work order in the service dispatch system. Cartridges that are delivered are entered as a new order. Even if a tech delivers a cartridge during a service call, it is best to enter as a new order in the accounts receivable system.
This is done with the group billing feature.
First enter each machine as a new machine master, using Service/Contracts, Machines, New Machine.
Now enter a group record to combine the machines for billing, using Service/Contracts, Contract Billing, Groups by Customer.
Use the rate tables.
The base or excess invoicing can be split into up to 5 different general ledger numbers.
After the rate table is created, display the machine master or group master and assign the rate table to the meter or group combination.
Financial Manager (1)
Go to financial manager, inventory analysis, inventory usage analysis.
Enter the date range desired.
Installation (3)
Add the new printer to the windows operating system.
If you cannot add the printer or see it in the list of printers, there is a problem with windows.
Boot to safe mode and see if you can find the printers. Boot normally and see if the printes are there.
If you still cannot find the printers, you may need to reinstall the operating system.
The main programs have a print screen function under the File menu. To print from other programs do the following.
1. When the screen is displayed, hold the alternate key (ALT) and press the print screen key. This will copy the screen to the windows clipboard.
2. Open word processing or email program. Use the paste button (edit and paste or the ctl-v key) to paste the screen from the clipboard to the document.
3. Print the document from the word processing program or send the email.
This can be done with any screen displayed.
There are two way to reprint a report.
In the general ledger menu, display the journal entry or transaction. The report can be reprinted.
Use the reprint reports program from the RCS admin tools program.
Purchase Order (2)
You must receive them in different batches.
Receive the first invoice, run the receive invoice report and update.
Now receive the next invoice for the same purchase order, print the report and update.
The following is a list and description of every bookmark that is
used in the purchase order template
| dname | Company Name |
| dadd1 | Company Address 1 |
| dadd2 | Company Address 2 |
| dadd3 | Company Address 3 |
| dadd4 | Company Address 4 |
| dadd5 | Company Address 5 |
| dcity | Company City |
| dstate | Company state/province |
| dzip | Company zip/postal code |
| dphone | Company Phone |
| dfax | Company Fax |
| ponumber | Purchase order number |
| vend | Vendor number |
| vendname | Vendor name |
| add1 | Vendor Address 1 |
| add2 | Vendor Address 2 |
| add3 | Vendor Address 3 |
| add4 | Vendor Address 4 |
| add5 | Vendor Address 5 |
| csz | Vendor city, state, and zip on one line |
| shipname | Ship To Name |
| shipadd1 | Ship To Address 1 |
| shipadd2 | Ship To Address 2 |
| shipadd3 | Ship To Address 3 |
| shipadd4 | Ship To Address 4 |
| shipadd5 | Ship To Address 5 |
| shipcsz | Ship To Address city, state, and zip on one line |
| orderdate | Order Date |
| shipdate | Date Required |
| shipvia | How Shipped |
| terms | Terms on the order |
| account | Your account number with the vendor |
| vendphone | Vendor phone number |
| vendfax | Vendor fax number |
| messages | Messages of order |
| so | Accounts receivable order number if a drop ship |
| custpo | Customer purchase order number if a drop ship |
| custphone | Customer phone number if a drop ship |
Sales Prospecting (2)
Perform the following steps.
1. Create a template.
Go to Sales Prospecting, Email, Manage Email Templates.
2. Go to Sales Prospecting, Lists, Create List to get the list of prospects to email.
Save the list.
3. Make sure your email settings are set.
Go to Sales Prospecting, Other, Options. Make sure your email address and authentication is entered correctly.
4. Send the emails.
Go to Sales Prospecting, Lists, Send Email To List.
Select the list and the template.
Click start to send your emails.
Use a prospect task for the sales rep.
Enter the prospect task with the date of the cold call. Use a contact type code to show that this was a cold call.
Check the box to close this call.
Go to Sales Prospecting, Reports, Sales Rep Statistics to print the statistics report.
Service (7)
When the call is completed, change the contract type for that service call to a billable contract type. This will only change the contract type for THIS call and will NOT change the service machine master.
The part used should then be added to the invoicing lines. If not, double click the item in the list of inventory used. This will add that item to the invoicing list. Adjust the amount to be invoiced and invoice as normal.
Go to Service/Contract Billing, Machines, Display All Machines.
Once the machines are displayed, use the filter row to filter the grid to show only the desired contract type. View the tutorial on how to use the grid for more information on filtering and grouping techniques.
The filter can also include an asterisk (*) as a wild card. This can be at the first or last of the filter expression. For example, *TM will filter all contract types that end in TM.
This is correct.
When a new machine is created in dispatch, the system will default to using the customer tax code. However, the tax code can be changed for this machine master.
If a customer tax code is changed and all the machines are to be changed also, you must display each machine and check the tax code.
If the machine is also in contract billing, you must change the tax code there as well.
Each machine can have a different tax code from each other and from the customer tax code. The same machine can have one tax code for service calls and another tax code for contract billing purposes. Each meter that is invoiced for contract billing can even have a different tax code.
Always set the tax code on the service tab as well as the contract tab on the display machine screen.
The query library contains a query to update the tax code for all machines for a customer to the tax code which is on the customer record.
Service Manager (3)
This is usually caused by a bad meter reading.
Print a detail service history report for the tech in the date range being analyzed. Look for a negative CBC. Display the job and correct the CBC. You may also need to correct the meter readings and/or CBC for the next job for this machine in the service history.
1. Set the excessive clicks reading in the models serviced table. This will alert the operator when the current click is more than the excessive from the previous click.
2. Set the alerts in the service manager console. This will pop up for the service manage when there is an excessive number of calls (user defined)
3. Print the excessive calls report in the service manager console
In the service manager console, reports, create survey list.
This will create a list for service calls between two dates. An email, fax, or letter can then be sent from the list.
To send an email, create an email template in the sales prospecting system. Any Word document can be printed or faxed.
An alternative is to send a survey directly upon call completion. Set this up by going to Service/Contracts, Other, Options. Select the Email Options tab. Create or edit your call completed template.