Modified: 2011/05/20 12:18 by jasonwert - Uncategorized

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Accounts Receivable

Accounts Receivable is the module where the payments are posted, the deposits are created and where invoices and statements are printed. Invoices are finalized after the log reconciliation has been done. So if all logs for the month have been reconciled go to View in the A/R Window/ select Pending Invoices. All invoices that are ready to print should have a check in the check box on the left hand column. Make sure you scroll through the list to verify all invoices that need to be printed are checked. In the column marked Progress it should show completed if the invoice is ready to be printed. After verifying all invoices are correct, select Finalize down in the lower left hand corner of the screen. A pop up box will come up and ask if you want to print invoices at this time. Select OK and all your invoices that had been selected will print. You may choose to print your invoices one station at a time. You may do this by just selecting the box with the station identified in that column, or you may just choose to print all at one time. This is completely up to the user. After your invoices have printed you may then print Statements by Selecting Tools in the upper bar area and selecting Batch Print Statements.

For detailed, step by step instructions (including video) regarding the billing process, see How-To: Billing Procedures.

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Menu and Layout

File->Print

Allows you to print all of the transactions for that customer that is highlight on the left hand column. This is useful for when your salesperson has a question regarding invoices, payments and adjustments on the customer.

File->Print Preview

Allows you to view all the transactions and invoices for that Customer that is highlighted in the left hand column. You may also Print from this area also.

File->Close

Closes the A/R window.

View->Pending Invoices



All Pending invoices that are gathering spot data as the logs are being reconciled. At the end of the month whether it be Broadcast or Calendar this is where you will go to Finalize your Pending Invoices.



At any point during the month or at the end of the broadcast or calendar billing cycle, you open this window to finalize your invoices for printing and billing. All invoices that are finished and ready to be finalized will be listed in green and have a check mark in the box.



Other options include completed with an asterisk for invoices that are finished for a month but whose order continues in future months and invoices that are "in progress" meaning they are not yet completed for the month according to their invoice.

To finalize the checked invoices, click the "Finalize" box in the lower left hand corner. When you click it, you will be given the option to print the finalized invoices.


This is ALL invoices...you cannot pick and choose which invoices to print from this option. (If you wish to only print certain invoices, before you finalize any invoice go into the customer settings and uncheck the print option for that customer.)

View->Hidden

RadioTraffic will hide invoices, payments and adjustments that have been completely paid or used from the screen. This allows you to see unapplied payments and outstanding invoices at a quick glance. However, you can show all transactions on an account by clicking the "hidden" option.

Default look:



With "hidden" option active:



In this second window, you can also see all currently generating invoices in the event you need to edit these before finalizing them.

Tools->Batch Print Invoices

If you chose to reprint invoices you can do it from here, it will display previous batches and also show new pending invoices to print.

Tools->Print Statements

You can print all statements from here. They all print to the screen for you to review , then you can print them to the printer by selecting the printer icon in the upper left hand corner of the screen.

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Add a New Customer

Adding a new customer can be done from the Order window ,the Administration window or the Accounts Receivable window.

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Edit Customer Details

Customer details can be edited from either the order window or the Administrator window.

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Transactions

In A/R select Add Payment (lower right hand corner of the screen). Fill in Account, Type, Station, Enter Amount, fill in check number if applicable and any comments. When selecting Station, make sure that you have the A/R window completely maximized so you will be able to see where you need to apply this payment (whether Am or FM invoice). When you pick the correct station and account type then the invoices will automatically populate in the space below so then you will be able to apply your payment immediately. To apply your payment to an invoice select the invoice then double click the far right column where it shows 0.00 for that invoice. When it is selected put the amount in that column and tab out or select the next invoice. If you do not need to create a deposit record, then you are done applying payments.

Context Menu (Invoice)

Open

Opens the invoice so you can view or edit items within it. (If the invoice is finalized, you will see "reverse" instead of finalize...you will need to reverse before you can edit.)

Finalize

This tells RadioTraffic that the invoice is completed and ready for printing and billing. This is done automatically at the end of the billing cycle listed on the order but you can also do this manually.

View Order

Opens the order attached to this invoice. You will be able to edit and change things on this order as if you had opened it from the order module.

View History

A report style window showing every action taken to this invoice similar to the audit trail.

Print

Print to any local or installed network printer.

Print Preview

See a preview of the invoice on the screen.

Email

Provides a means to send a particular invoice via email.

Export (EDI)

Export the invoice in a format that is used for Electronic Delivery of Invoices (EDI). File name is automatically formatted as Customer Name (space) invoice number.edi.

Reverse

When working on a finalized invoice, you have the option of reversing it. This will appear in place of the finalize on the main right click menu for invoices.

You also get the option to duplicate the invoice should you need to do this.

QuickPay

Under the reverse right click menu you have the option to QuickPay. If you have funds available via previously entered payments, choosing this option will apply previously unallocated funds to that invoice until the invoice is paid or the pre-payments are exhausted.

Context Menu (Adjustment)

Open

Open the entered adjustment to make necessary changes or apply it to invoices.

Trash

Delete the adjustment from the system.

View History

Tracks all actions taken to that adjustment in a report style window. Similar to an audit trail.

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Add Transaction

Adding an adjustment select the Add Adjustment button, select the appropriate income account, put in the amount, type will always be cash, select the station the invoices that the adjustment can be applied to will appear in the box below, you may auto apply the adjustment by right clicking in the bottom box and the adjustment will apply to the oldest invoices first or you can choose to manually apply the adjustment by double clicking in the applied column and putting the amount in there manually.

Adding a payment is done in much the same way as an adjustment. Select the add payment button select the appropriate income account type, select cash, credit card or check. Then select the station enter the amount of the payment and you may choose to auto apply the payment to the invoices by right clicking and select auto apply or you can manually apply the payment by double clicking in the Applied column and entering the amount in there.

Editing a Transaction

Whether is be a payment or adjustment, highlight the transaction you wish to edit, then do a right click and you will have the options of Trash, View History, Reverse or Delete. When you select Trash, it will give you the opportunity to put in a reason for Trashing the Transaction. We also give options to Reverse a payment and Only Global Administrators have the option to Delete a payment.

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Edit Invoice

File

Item->Save

Save any changes made.

Item->Print

Print to any local or network printer.

Item->Print Preview

Preview print output on the screen.

Item->Close

Close the window.

Details

Items

Transactions

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Statement/Projections

The statement/projection window allows you to see the aging for each client based on a chosen date along with running orders.

The top of part of this section is the statement/projection area. The current date will chosen by default for the statement section:



However, you can change to any date you choose and the information on the aging will adjust to your chosen date.



All the information shown can be printed by clicking the Print Statement button.



This will open up a print preview window which will allow you to print a hard copy of the statement.

The bottom window will show you orders scheduled during the next six months. This does not change based on the date used for the statement/projection portion of the window.