Receivables Section Data Entry Requirements

This Help File Page was last Modified on 04/28/2018

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Receivables Section Data Entry Requirements

This Help File Page was last Modified on 04/28/2018

Accounts Receivable Information - This section within the Edit View on the Subscribers Form contains the fields required for the Accounts Receivable System and shows the Account's current status as it relates to Receipts and Sales.

To access the Accounts Receivable Information Data Entry Section:

Select the Receivables tab on the MKMS Desktop and Click the Subscribers (F3) Icon.

On the Subscribers Form, Locate the appropriate Subscriber record using the Subscriber Search function.

Click the Edit View Icon and Choose the Subscriber Tab

Click the Receivables option or Drag the right side Slide Bar down until the Accounts Receivable section appears.

 

This Receivables section provides two key functions:

1.Configuration of this Subscriber record for Accounts Receivable purposes as it relates to Sales Taxs, Late Fees, Division Code, and a Credit Limit

2.Viewing the Account Status which includes the Last Pay,  Last Sale and the associated Dates, the Yearly RMR (Annualized Billing Amount of the Subscriber's currently defined Recurring Revenue), and the Subscriber's net Current Balance - none of which may be changed here.

 

HelpFilesSubscriberAccountReceivableEditData

Subscribers Form  - Edit View - Accounts Receivable section

 

Accounts Receivable Configuration items associated with Sales Taxes, and charging Late Fees:

Charge Interest - If you are assessing Late Fees for Past Due Invoices and you want this Subscriber to be subject to Late Fees if they have Past Due Invoices, Check the Charge Interest box.

 

Export to ItsPayd - If your Company has Purchased and Registered the ItsPayd feature/service, and this Account will be submitted to them, Check this box.

 

Tax Rate ID - Using the Drop-Down Selection List provided, Double-Click the appropriate Sales Tax ID  for this Subscriber.

Optionally, Click the Ellipse Icon to open the Sales Tax Rates Maintenance Form. where new Sales Tax Rates may be created, or existing ones revised (if the appropriate User Access Rights have been granted for the Sales Tax Rates Form)

This Sales Tax Rates Maintenance Form is where Sales Tax Rates may be created or revised (if the appropriate User Access Rights have been granted for the Sales Tax Rates Form)

When Taxing Authorities have implemented Sales Tax Percentage Rates with up to three (3) Decimal Places, two Company Settings must be re-set to support Charging and Collecting this type of Sales Tax.

1)Show Tax And Total Per Line Item Report - By default, the ShowTaxAndTotalPerLineItemReport option is set to False ("F").  However, when Taxing Authorities have implemented Sales Tax Percentage Rates to three (3) Decimal Places (e.g., nn.nnn%), this is one of the two Company Settings that must be re-set ( see "Show Tax And Total Per Line Item Screen" immediately below) to support Charging and Collecting this type of Sales Tax.   Setting this ShowTaxAndTotalPerLineItemReport option to True ("T" will activate this Three Decimal Places Sales Tax feature and include this information on reports.  

2)Show Tax And Total Per Line Item Screen - By default, the ShowTaxAndTotalPerLineItemScreen option is set to False ("F").  However, when Taxing Authorities have implemented Sales Tax Percentage Rates to three (3) Decimal Places (e.g., nn.nnn%), this is one of the two Company Settings that must be re-set ( see "Show Tax And Total Per Line Item Report" immediately above) to support Charging and Collecting this type of Sales Tax.   Setting this ShowTaxAndTotalPerLineItemScreen option to True ("T" will activate this Three Decimal Places Sales Tax feature on the appropriate data entry screens (as shown below).  

 

 

HelpFilesSubscriberAccountReceivableEditData-3DecimalTaxRates

 

Tax Code - Using the Drop-Down Selection List provided, Select the appropriate Tax Code (from those defined for the assigned Tax Rate ID):

Y - Yes they are Taxable and the assigned Tax Rate ID was defined as not having Multiple Tax Rates

1 - Yes they are Taxable and the assigned Tax Rate ID was defined as a Multiple Tax Rates class and this Tax Code number represents the Tax Rate to be assessed.

2 - Same as 1 above.

3 - Same as 1 above.

N - No the Subscriber is Not Taxable.

E - This Subscriber is always Sales Tax Exempt.

 

Tax Rate - This field will be populated automatically based on the Rate information for the Tax Code selected above, based on the information entered in the Tax Rates record of that selected Tax Code.

Note: Once this Tax Rate ID and Tax Rate information is saved, if Auto Bill records have been defined, and if this information is subsequently modified, a Rate Change Detected message will be displayed with the option to Update those affected Auto Bill records with the correct Tax Code and Tax Rate information.

 

HelpFilesUpdateTaxPercentageOnRecurringRevenueRecords

Rate Change Detected - Update Tax Percentage on Recurring Revenue records?

 

Division - If you have implemented the Division Codes functionality, using the Drop-Down Selection List provided, Double-Click the appropriate Division code.

Optionally, Click the Ellipse Icon to open the Divisions Maintenance Form. where Division may be created new or revised (if the appropriate User Access Rights have been granted for the Divisions Form)

 

Credit Limit - If you want this Subscriber to have a Credit Limit, enter that maximum Credit Limit amount.

This is only designed to be a visual check for the User and not to prevent or discourage additional Sales entries.

It does not provide an automated Credit Limit alert message.

 

Late Fee Group - If you did Chose to Charge Interest, the Late Fee Group with the rules to be applied to the Late Fees that may be assessed to this Subscriber must be selected.

Using the Drop-Down Selection List provided, Double-Click the appropriate Late Fee Group.

Optionally, Click the Ellipse Icon to open the Late Fee Group Maintenance Form. where a Late Fee Group may be created new or revised (if the appropriate User Access Rights have been granted for the Late Fee Groups Form)

 

Note: If you have elected to Charge Interest and will be billing Recurring Revenue using the Recurring Billing Cycles feature (where different groups of Subscribers may be billed for their Recurring Revenue Fees at different times throughout the month), you should create Late Fee Groups for each of these Billing Cycles to ensure that their Past Due status better equates to when each Subscriber was actually billed.

 

Pricing Mark Up Group - Using the Drop-Down Selection List provided, Double-Click an optional Pricing Mark Up Group, if appropriate.

Click the Ellipse Icon to open the Pricing Mark Up Group Maintenance Form. where a Pricing Mark Up Group may be created new or revised (if the appropriate User Access Rights have been granted for the Pricing Mark Up Group Form)

 

Terms - This field is not normally visible because the Company's Terms are set in the Company Options - General sub-tab on the Company Options tab of the User Options Form.

However, your Company may establish individualized Payment Terms for each (any/all) of your Subscribers.

This feature is enabled in Company Settings

If the UseSubscriberTerms option is set to True ("T") in Company Settings, this Terms field will become available.

To Update all of the Terms in the Receivables section of all Subscribers with the current Terms set in the Company Options - General sub-tab, use dbisql.exe, to run the following script:

 

update dba.AccountsReceivable 

  set Terms = (Select Terms from dba.Useroptions)

  where SubscriberID IN 

(Select SubscriberID from dba.Subscriber where SubscriberID = BillPayer)

Commit

 

Thereafter, this Terms field in the Receivables section will be enabled and populated with the default Company Terms set in the Company Options - General sub-tab,.

In the future, you may re-set any individual Subscriber's Terms as needed, on a Subscriber by Subscriber basis.

 

HelpFilesSubscriberAccountReceivableEditData-WithTermsField

 

Once this script shown above has been run, the Terms field will contain the Terms i.e., Number of Days after the Sale Date when the Payment for an Invoice is Due) established in the General sub-tab in the Company Options tab on the User Options Form,

Those Terms may be modified, as and when needed, on a Subscriber by Subscriber basis.

 

HelpFilesSubscribersFromEditViewSaveIcon

 

Click the Save Icon on the Edit View Menu to record the entries.

 

Account Status items, as indicated by the Teal colored box around these fields, are maintained by the system and so are displayed for information only.

 

HelpFilesSubscribersFormEditViewReceivablesSectionAccountStatus

 

Last Pay -  the Amount of the last Receipt entered for this Subscriber

Last Sale - the Total Amount of the last Sales Invoice entered for this Subscriber

Yearly RMR - Annualized Billing Amount of the currently defined Recurring Revenue.

Date of Last Sale - the Date of the last Sales Invoice entered for this Subscriber

Date of Last Payment - the Date of the last Receipt entered for this Subscriber

Balance - the Net Balance Due from this Subscriber is shown (includes All Receipts - regardless of whether or not they have been properly Allocated).

 

Note:If the currently selected Subscriber record represents a Service Address which is not the Bill Payer for this set of Accounts, the Accounts Receivable section will have no Account Status information section.

 

HelpFilesSubscriberAccountReceivableEditDataServiceAccountOnly