Down To Earth - FAQ

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 Accounts Receivable

Cash receipt,  Customer statement, Reporting, and Accounting questions -- different situations call for unique answers.  Find solutions within the A/R application FAQs.

Or visit other Down To Earth Application FAQ links:

Accounts Payable
General Ledger

Inventory
Payroll
Purchase Order

Sales Order Entry
Water Management

How do I record cash into the A/R system, but not to a customer’s account?

As a standard cash receipt, enter the word CASH  instead of a Customer ID.  Frequently referred to as Non-AR cash, this type of payment only affects G/L accounting.

Enter the account number to use as the Credit side of the transaction.  The debit side of the distribution is the Cash account specified when posting.  

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A customer invoice was paid and purged but now they need a refund for returned goods. How do I enter that?

First, create a zero dollar "invoice" transaction to apply against.  Then post the credit memo against it.  Last enter the Refund.  Because the Credit Memo has no Invoice to apply against, you must create one. Create and Post an  A/R invoice transaction with zero dollar amount. (using the original invoice number or choose a different one.)

How can I send letters to customers that are overdue? Can I use a mail-merge letter?

Yes.  Those types of letters are referred to as "Dunning Letters" in Down To Earth. 

Use the sample format with mail-merge variables in the DTE folder assigned to the UTF logical (usually . . .\dtev70\utf) called dunlet.ddf.  Create your own letter, then choose Accounts Receivable >> Reports/Inquiry menu >> Dunning letters. 

I don't want to send a complete dunning letter.  Can I print a message on my customer statements?

Define a unique message with the A/R Controls -- DUNN-PER1-1, DUNN-PER1-2, DUNN-PER2-1, etc.  The DUNN-PER x- # Controls determine which aging group receives which message (where x is the aging period 1-5 and  # is message lines 1 and/or 2). 

You are allowed 2 lines, 80 characters each, total of 160 characters of message, per aging group.  As your customers fall into the aging group, the appropriate message prints. 

Note:  This option only applies if you are set to use the Laser form for your statement format.

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Some customers have special terms where "current" is 120 days.  How can I make my aging reflect this?

Within the A/R Terms code definition.  DTE v7 carries the aging cycle breakdowns within the A/R Terms code record for this very reason.

• For the customer who is due in 30 days, define their terms first aging cycle as 30.

The A/R Aged Trial Balance report now has both Customer's terms  on 'equal ground' and are in their correct aging cycle 1 columns. 

How do I print a customer list?

Name/Address application has extensive options and filters for lists, labels, and exports. Because DTE manages Vendors, Customers, Ship To, Mail To, and Prospect names and addresses all in one place, that's where you'll find your options.

Select "Master lists" from the N/A Reports/Inquiry column. Select the type of report, the sorting sequence, and what information to include.

Once you choose a printer, you can also filter your data with ranges of IDs, names, status, and other detailed data.

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Why do I see "SALES," "COST," and/or "INVENT" as the A/R distribution actual account numbers in my A/R to G/L distribution report.  

This situation is the result of an incorrect Product/Category code at the time of a sale transaction .  (Sales transactions are entered as a Sales Order or A/R invoice transaction.)

Product/Category codes are either used with A/R transactions or assigned to an Inventory item sold.  The product/category code account number(s) has an invalid Sales, Cost of goods, and/or Inventory account number defined.  DTE doesn't know what account number to use so these words are substituted for reference.

To resolve the situation for future transactions ...
   1)  Trace back the Invoice and/or Item ID sold in the customer transaction or Order.
 
   2)  Inquire on the Product/Category code assigned to that invoice, and/or item(s) via a history report or order inquiry.

   3)  Change the Product/Category code via the Maintenance menu column to a valid account

To clear up the problem that has already happened... you must change the invalid account number to a valid account after Accounts Receivable transactions have been interfaced to General Ledger but before  posting in G/L.

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Refer to the Accounts Receivable User's Reference manual for more information.  Additional assistance is also available from our Technical Support department.