Overview: Accounts Receivable
The following page is a brief summary of everything dealing with Accounts Receivable (AR) within the system.
AR in Orders
- Each order created within the system is loaded with the product prices based on the Price Calculation.
- The overall system makes it impossible to over-pay an invoice.
- It is possible to apply a credit invoice to a charge through the Payment Processing screen.
- It is possible to apply one payment to two deliveries for different customers, as long as the customers have the same Bill To customer record selected. This is referred to as Chain Billing.
- Billing Codes are charges that are not linked to items and therefore do not affect inventory. Typically, billing codes are user created amounts setup at Records>Product>Billing Codes. Billing codes may be added to any invoice.
- Product Price - The pricing for the products are determined through the a specific calculation. The front-line price is the manually entered price of the product. Typically, this is one of the last prices to be loaded into an invoice. For more information on this calculation, see Price Calculation.
- Discount - Discounts can be manually added or are added based on Product Promotions.
- Deposits - Deposits are an amount of money for items like kegs or taps.
- Sales Tax - Sales tax can be added to invoices based on the customers Tax settings. For more information, see Taxes.
Credits (for returned merchandise)
- The amount of credit given is the last sell-in price typically of the returned goods. This amount is typically credited in the invoice total when the returned goods are picked up.
Payments and Customer Terms
Each customer may be required to pay for their orders in a different way based on the laws per state; therefore, there are a variety of Payment Terms available. For more information, see Overview: Payment Terms.
Some typical payment terms include:
- Chosen for an order based on 1st product
- early-pay discount amount
- Cash-only (COD)
The system also supports the splitting of invoices based on product type as well as the splitting of payments based on these types. This is referred to as Order Partitioning.
Additionally, escrow payments can be added for customers as a form of credit for orders.
EFT (Electronic Fund Transfer) payments can be used in lieu of cash payment (so that the driver does not have to wait for a check or cash payment).
- UFF and X12 are electronic forms of payment which require a EDI connection between the two parties.
- Fintech - Fintech is two-way electronic communication between the company and customers.
- NACHA - NACHA, similarly to Fintech, is only a one-way form of electronic communication. This is run by the Bank Of America.
Pay Prior to Delivery
- Payments may be added to the system at any time, including prior to a delivery. These payments can then later be applied to the delivery on the Payment Processing screen.
Payments are given based on the Payment Terms, and then later must be applied to the invoices. The following is a list of how methods for dealing with payments within eoStar.
Hold Codes come in two varieties - "warnings" and "no-sell". "No-sell" hold codes prevent the assigned customers from creating further purchases. With "warnings," the customer may continue to place orders. The Apply Hold Codes screen is used to swiftly add hold codes to customers based on a certain criteria such as a quantity owed or a number of days past due. Only one hold code may be on a customer at a time.
If a payment has been received, the hold codes may be easily removed.
Write-off reasons are a any reasons why certain receivable amounts are written off.
There are multiple methods to enter payments into eoStar:
- eoMobileCF's Off-Invoice Payments
- Through eoMobileCF during order delivery.
- From back-office through the Payment Entry or Payment Processing screens.
Within the Daily Route Settlement, it is possible to add in any additional payments collected by the drivers during delivery. Additionally, this screen is used to finalize all payments received for that route for the selected date.
The Apply Open Credits screen takes already entered payments and allows the user to choose which payments to apply them too. The Payment Processing Screen can be utilized to both add payments into eoStar and apply those payments to orders and transactions within the system.
The AR Adjustments screen is used to make adjustments or edits to payments. This screen is used to record a bounced check, write-off an open credit, or reverse a payment.
AR information is also handled on the various mobile devices. Both the Salespeople handheld and Driver handheld are designed to show needed AR information. Furthermore, the tablet is designed with the same functionality. The information shown includes the customer's AR history and past payments and invoices. Additionally, the mobile devices can accept payments for an invoice and accept off-invoice payments (which are later applied to orders through the Payment Processing screen).
The Handheld Invoices can print out additional AR information with the invoices. To print the customer's AR on an invoice check the checkbox Print AR Balance On Invoices on Configure Handheld panel screen.