APPENDIX A - QUESTIONS AND ANSWERS
How do I know which option to use in the Cash Receipts Entry?
| Cash Receipts Option | Purpose |
| #1 - Enter New Cash Receipts | To record a new deposit. |
| #2 - Add to an Existing Receipt | To continue with an existing batch if, for instance, you are interrupted entering a new cash receipt and need to pick up where you left off. |
| #3 - Apply Checks to Invoices | To apply a check that already exists in the system to a customer's invoices. |
| #4 - Apply Adjustments to Invoices | To apply an adjustment or credit memo to an invoice. |
What if a customer overpaid an invoice?
Enter an A/R Adjustment for the amount of the overpayment. The adjustment amount
must be positive. Then go back into Cash Receipts Entry, and select Option #3 to
Apply Checks to Invoices. Bring up the check with the overpayment on it, and
apply the remaining amount to the Adjustment transaction that you just created.
You may then issue a check through Accounts Payable, refunding the money to the
customer - if you so choose.
How do I put a customer on hold or take them off hold?
Bring up the customer's account in Customer Inquiry. At the end of the Account
Inquiry, press [F2] to activate the Customer Account Status window. Now you may
put the customer on hold and explain the reason for putting them on hold - or
you may take them off hold at this time (as the case may be).
When is it appropriate to use the Undo a Customer Payment option?
| Undo Customer Payment Option | Purpose |
| #1 - For a Specific Invoice | To undo payment for one or more invoices on a check. Use this option if the wrong invoice has been erroneously paid. |
| #2 - For All Invoices on a Check | To undo payment for ALL invoices on a check. Use this option if the cash application was really messed up, and you just want to start the application over. |
| #3 - For an NSF/Bounced Check | To undo the cash from your G/L Cash Account and undo payment to all the invoices on this check. The result to your system is just like having never received this check. Use this option if a check that you deposit bounces or if a check is entered with an incorrect amount. |
What do I do if I entered the wrong amount for a check?
You may use the Undo a Customer Payment to "void" a check. Choose Option #3 -
For an NSF/Bounced Check. This option allows you to completely undo a cash
receipt. The result to your system is just as if you never received the cash.
The invoices become open again, and the cash is reversed in General Ledger. Once
you have "voided" the check, you may reenter the check in Cash Receipts. (NOTE:
Because the system does not allow you to duplicate check numbers for a customer,
you will need to "bogus up" a check number when you reenter the cash.)
What if I paid the wrong invoice?
Go into Undo a Customer Payment, and choose Option #1 - For a Specific Invoice.
Select the invoice that needs to be reopened. Then go back into Cash Receipts
Entry. Choose Option #3 - Apply Checks to Invoices. Bring up the check in
question, and apply the outstanding cash to the correct invoice.
How do I look at a customer's historical information?
In Customer Inquiry, press [F5] at any prompt. Now you are in the History mode.
You may press [F5] again at any point to toggle back to Current.
Is it okay to delete a customer?
Because the system stores historical data, you may not just delete a customer
whenever you want. Instead, you may want to use the Customer Status in the
Customer Inquiry screen to mark a customer as Inactive.
What procedures need to be performed at year end?
Ö
Clear Customer YTD Figures
Ö
Clear Sales Rep YTD Figures
Refer to Chapter 10 for more information regarding each of these procedures.
APPENDIX B - SAMPLE STATEMENT FORMATS
There are four different customer statement formats available in the RASER Accounts Receivable system. Two formats are designed for printing on laser jets and two for dot matrix printers.
LASER STATEMENTS
The first two formats are intended to be printed on a laser printer. Two statements are produced for each customer - an original and a file copy. The first laser format is designed to print on standard 8 1/2 x 11" letterhead. The second format uses a "universal" 8 1/2 x 11" form. In other words, neither format requires forms with pre-printed headings.
DOT MATRIX STATEMENTS
The second two formats are intended to be printed on a dot matrix printer
with multi-part "universal" forms. Like the laser statements, these formats do
not require forms with pre-printed headings. The first statement prints on an 8
1/2 x 11" form. The second format looks just like the first - except that it
prints on a 5 1/2" x 8 1/2" form.