Accounting AR

1. Find your Customer record
   • Go to File > Companies
   • Search for the Customer record
2. Review and verify Customer attributes in preparation for invoicing
   • Tip: Revisit section Define Customer Attributes

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Create a Manual Invoice

Create a Manual Invoice

1. On a Customer record, click on the Invoices tab
2. Click the ADD button.  An invoice will be created
3. On the Invoice, click on the Line Items tab
4. Click the ADD button and select the Type of Item you wish to add
5. The Sequence (Seq.), Quantity (Qty), Print (Prt.), and Description may be edited directly in the Line Items grid
6. Click the SAVE button on the Invoice

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Create a Customer Credit

Create a Customer Credit

1. On a Customer record, click on the Invoices tab
2. Click on the ADD button and select Create a New Credit
3. On the Invoice created, select the appropriate Branch, Department and Sale Type
4. Select a Date – this is the date the Credit will be applied
5. Click on the Line Items tab
6. Click on the ADD button and select Add Sale Item
7. Enter the Credit Amount in the Price column (it does not matter whether this is positive or negative)
8. Click the SAVE button on the Invoice form.  A Credit form will open
9. Click on the AR Journal tab to view
10. From the Credit form Extended Menu, select Post This Credit

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Invoice a Service Call

Invoice a Service Call

1. Access Calls to Invoice Queue (Workflow Menu > Accounts Receivable > Calls to Invoice bucket)
2. Drill into the Call you would like to Invoice
3. From the Extended Menu, select Preview Billing Report (view Invoice before printing)
4. From Extended Menu, select Bill This Service Call. An Unposted Invoice will open and on the Call itself, an Event will be created of Type INVOICED (see Events grid of Call)
5. On the WO / Invoice tab, the Invoices grid will now display an Unposted Invoice

For a given Project, choose from one of the methods to invoice throughout the Project life cycle

Invoice a Project from a Task

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Invoice a Project Progress Invoice From Task

Invoice a Project Progress Invoice from a Task

Paths:

1. Projects to Invoice Workflow Bucket (Accounting Menu > Accounts Receivable > Projects to Invoice bucket)
2. Task list of person responsible for invoicing Task

Create Invoice:

1. Drill into an Invoice Task
2. From Extended Menu, select Invoice Now
3. A pop up confirmation window will open. Confirm by clicking OK
4. An Invoice Type Project will open. Check Line Items tab to confirm percent of the Project to be invoiced (Description column)
5. On the Invoice tab, from the Extended Menu, select Post Invoice
6. The Invoice is now ready to be sent to the Customer. On the Project > Profit tab, you may view the Amount invoiced so far

Invoice a Project Schedule of Values (“SOV”)

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Invoice a Project Schedule of Values

Invoice a Project Schedule of Values (SOV):  Create and submit a SOV Invoice from a Project

Path:  Project > Material tab > Scroll to Group 1-5 columns

Note:  SOV Invoices are created in conjunction with these Group columns which are defined by your Company (i.e. Floor number, Room name or number, Type of work to be performed – see video above for example)

Create SOV:

1. On the SOV tab, click on Create SOV button
2. Select SOV based on desired Group from the drop down list that appears
3. Items will appear in the SOV Items grid. In the Master No. column, highlight the Line Item to which you would like at add a Master No.
4. From the Extended Menu in the SOV grid, select Set Master for Selected Items. The Find Product window will open
5. Use the search fields to find the desired Master, highlight the Master line and click the Select button.  Repeat steps 3-5 for each Item to which you wish to add a Master No
6. Set an Application Date using the calendar in the Application Date field
7. Set a Period To date using the calendar in the Period To field
8. Add an Application Number and an Architect Project No. Note: the SOV No. is automatically generated
9. Save the form

Add Work Complete Percentage:

1. Highlight Items in the SOV Items grid
2. From the Items grid Extended Menu, select Set % Complete This Period for Selected Items (this can also be done when adding the Master)
3. A Work Comp % window will open. Enter the percent you wish to define as complete and press the Submit button.  Note the change in the Comp. This Period % column

Create SOV Invoice:

1. Click on the SOV button and select Create SOV Invoice from the drop down menu that appears. An Un-Posted Invoice will be created and open
2. Open the Line Items tab. This tab will display all the Lines Items previously added to the SOV
3. Click on the form Print button and select Print SOV from the drop down menu that appears
4. Choose your Print Options and click the Print button. The SOV Invoice will print based on the options you selected
5. A pop up window will open asking you to confirm whether the Invoice printed correctly. Upon confirmation, the SOV Invoice will be posted and the Posted flag on the Project will be checked

Further Milestones:

1. Click the EDIT button on the Project
2. Change the Application Date and the Period To fields
3. Save the form
4. Highlight the Items in the SOV Items grid that you wish to update with a completion percent, click on the grid Extended Menu and select Set % Complete This Period for Selected Items
5. When the Work Comp % window opens, enter the additional work percent complete and click the Submit button
6. Click the SOV button and select Create SOV Invoice from the drop down menu that appears
7. A pop up window will appear stating that the same application number exists on another Invoice and asking you to confirm that you wish to proceed. Click the OK button
8. An Un-Posted Invoice will be created and will open. Print the Print icon, select Print SOV
9. Choose your Print Options and click the Print button. The Invoice will print.  Note that the Invoice Amount will differ from the previous Invoice
10. A window will appear asking if the Invoice printed correctly. If yes, click the Yes button

Invoice a Project from Order Line Items

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Invoice a Project Order Line Items

Invoice a Project from Order Line Items

Invoice Items on the Material tab of a Project – allows for itemization by Line tems.  Also a good option for Projects for which there is no Deferred Revenue

1. Project > Material tab
2. Highlight the Item(s) you wish to invoice
3. From the Material grid Extended Menu, select Invoice Selected Item(s).  An Un-Posted Invoice will be created (and linked to the Project)
4. On the Project Material grid, there will now be an Invoice No. and Invoice Dt (date) in the relevant columns for the Items that were invoiced

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Invoice Service Contracts

Invoice Service Contracts

Note: the Bill in Advance field on the Service Contract form indicates the number of days in advance (of the next billing period) that an Invoice may be generated

Bill an Individual Service Contract:

1. Open a Service Contract
2. From the Extended Menu, select Bill This Contract
3. An Un-Posted invoice or type SERVICE will be created.  Note: on the original Service Contract, note that the Next Invoice Date and Billedthru Date have changed
4. On the Un-Posted invoice, click on the Extended Menu and select Post Invoice (this is normally done by someone in Accounting)
5. Send the Invoice to the Customer

Bill All Service Contracts that are Ready to be Billed:

1. Click on the Main Accounting Menu
2. Select Service Contracts and then the Bill Service Contracts option from the drop down menu that appears
3. A Bill Service Contracts window will open.  Select a Company from the drop down menu and click the OK button
4. A Confirmation window will appear asking if you wish to bill all Service Contracts or this Company entity only.  Make your selection
5. An Un-Posted invoice of type SERVICE will be created.  Note: on the original Service Contract, note that the Next Invoice Date and Billedthru Date have changed
6. On the Un-Posted invoice, click on the Extended Menu and select Post Invoice (this is normally done by someone in Accounting)
7. Send the Invoice to the Customer

Note:  An alternative method is to create a nightly SQL job to create Invoices.  These will appear in the Invoices to Print Queue (Workflow Menu > Accounts Receivable > Invoices to Print Q bucket

Print Invoices from Invoices to Print Q:

1. Drill into the Invoices to Print Q bucket
2. In the Invoices to Print grid, highlight all Invoices you wish to print
3. From the grid Print button, select Print Selected Invoices Using Specific Form.  This will post and print the selected Invoices
4. OR, click on the grid Extended Menu to Post Selected Invoice(s), Void Selected Invoice(s), or Create Master Invoice
5. OR, drill into an individual Invoice to review or print it using the Invoice Extended Menu

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Invoice Sales Orders

Invoice Sales Orders from the Orders to Invoice Queue

Depending on your process, you may wait until all Orders have been shipped before invoicing

1. Access Orders to Invoice Queue from Accounting Menu > Accounts Receivable > Work Queues > Orders to Invoice Q OR from Workflow Menu > Accounts Receivable > Orders to Invoice bucket.  The Orders to be Invoiced grid will open
2. You may wish to check the Hide Def. Proj. and Hide Calls checkboxes – this will depend on your Company’s invoicing process
3. Highlight the Order(s) in the grid that you wish to invoice, click on the Extended Menu and select ‘Invoice Order(s).’  The Invoices to Print Queue will open
4. Highlight the Invoice(s) created for your Order(s) and from the Extended Menu, select option to Post or Void highlighted Invoice(s) or ‘Create Master Invoice’
5. Alternatively, you may highlight Invoices in the grid and click the Print icon to view print / email options.  Note that printing an Invoice automatically posts this Invoice upon your confirmation that the Invoice printed correctly

Path: User Guide > Accounting > Accounts Receivable > Finance Charges Finance Charges

Finance Charges are used to: add interest to a balance, add service fees for transactions, add late fees, or balance transfer fees. Before you begin, there needs to be a decision on the frequency of processing

Permissions

Users will require FINCHARGE – view permission in order to see the menu option on the Accounts Receivable menu and use the Finance Charges form

Disabling Finance Charges

Customers may be excluded from the Finance Charge process. These customers must have the “Disable Finance Charges” checkbox selected before the process begins (can be found on Accounting menu > Customer > Customer / Vend tab > Company sub tab).  Default is un-checked – to include all Customers

Set Up a Master No.

1. Create an M-Type Master
2. Set the Default Account on this new Master to the GL Account to which you wish to post the charge

Process a Finance Charge

1. Go to Accounting menu > Accounts Receivable > Finance Charges.  The Finance Charges window will open
2. Define the values for the fields below and click Run. Note: highlight range to select Customer(s) for applicable Finance Charge
3. A confirmation window will appear.  Click Yes to continue. Q360 will process the data and look at posted Invoices with totals over the threshold that are at least that many days overdue (specified above)
4. Q360 will open the Invoices to Print form. Alternatively, users can open the form via Accounting menu>Accounts Receivable> Print Invoices

• Company No. – Defaults to 01. Select from drop-down list. Values are based on the Company Setup (Accounting menu > Admin)
• # Days Overdue – Default is 10. This field is editable. This looks at the number of days the invoice is out compared to the Due Date selected in the Finance Charges window.  Note: if you set the # of Days Overdue to a higher value, it will minimize the number of Invoices generated
• Finance Percentage – Defaults to 1.50%. This percentage is used to calculate the finance charges (percentage* Invoice total). This percentage is editable. It can be set based on the frequency that the finance charges are generated
• Master No.  Users can setup their own Master (Master – M Type, Sales Revenue points to the Finance Charges account (setup in GL Accounts) and its own unique number so it’s easier to find) This field is manual input
• Due Date – Defaults to the current date. Typically is the date the finance charges are run in Q360. Click on the Calendar icon to change
• Threshold – Defaults to zero dollars. This is the minimum dollar amount on the invoice total before Q360 will charge finance charges against. This field is editable

View / Print Invoices Generated:

1. Invoices to Print form will open automatically (see step 4 above).  Change the Type to FINANCE. Click the refresh button to refresh the grid and see Invoices that have been generated
2. Note: The Terms, Currency, and Tax Applicable default from the Customer record. The Master No. is pulled from the Finance Charges form. The Invoice type defaults to FINANCE
3. In the Invoices To Print form, select the Invoices you want to process and continue with them as you would with regular Invoices
4. When posted, the Invoice will show AR Journal Entries for the Finance Charge applied.  These entries may be viewed in the AR Journal as well

For additional information about Finances Charges, see Finance Charge Best Practices

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Write off Invoices

Write Off An Invoice Balance

1. Accounting Menu > Accounts Receivable > Write Off Invoices.  The Invoices to Write Off window will open
2. Click on the search button next to the Write Off Account field to select the appropriate GL Account and Sub Account
3. Highlight the Accounts and click the Select button
4. On the Invoices to Write Off window, click on the Filter tab and select your filter criteria.  The Invoices to Write Off grid will update per your filters
5. Highlight Invoice(s) in the Invoices to Write Off grid and from the Extended Menu select Write Off Invoices
6. Confirm your action in the confirmation window that appears.  The written off Invoice(s) will now display a balance of zero and the AR Journal tab will display the appropriate transactions.  You may use to Comments / Notes tab to add a note about the write off

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Print and Post Invoices

Print and Post Invoices

Method 1:

1. Workflow Menu > Accounts Receivable > Invoices to Print bucket.  The Invoices to Print Queue will open
2. Highlight one or more Unposted Invoices
3. Click on the Print icon and select “Print selected Invoices using specific form”
4. A confirmation window will open.  When you click the Yes button, a Print Options window will open
5. Select your desired Print Form, Print Destination, Print Format
6. Click the Print button, review Print form and close
7. Confirm that the Invoice printed correctly in the Ready to Post window that appears
8. The Posted flag on the Invoice will now be checked and the posting will appear on the AR Journal tab

Method 2:

1. Accounting Menu > Accounts Receivable > Print Invoices.  The Invoices to Print Queue will open
2. Highlight one or more Unposted Invoices
3. Click on the Print icon and select “Print selected Invoices using specific form”
4. A confirmation window will open.  When you click the Yes button, a Print Options window will open
5. Select your desired Print Form, Print Destination, Print Format
6. Click the Print button, review Print form and close
7. Confirm that the Invoice printed correctly in the Ready to Post window that appears
8. The Posted flag on the Invoice will now be checked and the posting will appear on the AR Journal tab

Method 3:

1. Open an unposted Invoice
2. Click on the Print icon and select Print Invoice.  A Print Options window will open
3. Select your desired Print Form, Print Destination, Print Format and optionally check the Add PDF to Invoice checkbox (this will add a copy of the Invoice to the Documents tab of the Invoice)
4. Click the Print button, review Print form and close
5. Confirm that the Invoice printed correctly in the Ready to Post window that appears
6. The Posted flag on the Invoice will now be checked and the posting will appear on the AR Journal tab

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Process Cash Receipt

Process Cash Receipts

If you know the Invoice Number:

1. Workflow Menu > Accounts Receivable > Cash Receipts bucket OR Accounting Menu > Accounts Receivable > Cash Receipts OR An Invoice > Extended Menu > Cash Receipt.  The Cash Receipts form will open
2. Enter the Date, select a Currency, Bank Account and Company
3. If you know the Invoice Number, type it in the Invoice No. field.  Click the Tab key.  When you do this, the Customer field and Balance field will auto-populate
4. In the Ref. No. field, enter the check number of the check to be applied.  Click the Tab key.  Add the full check amount in the Check Amount field.  Click the Tab key and enter the Apply Amount in the Apply Amount field (this may or may not be the same as the full check amount)
5. Click the Save Entry button
6. Repeat for all Customer checks received
7. When all checks have been entered, click the Post Batch button and then confirm the action in the window that appears

If you do not know the Invoice Number:

1. Workflow Menu > Accounts Receivable > Cash Receipts bucket OR Accounting Menu > Accounts Receivable > Cash Receipts OR An Invoice > Extended Menu > Cash Receipt.  The Cash Receipts form will open
2. Click the search button next to the Customer field.  A search form will open
3. Search by Company, Site Name, Contact, etc. and press the Search button.  Search results will appear in a grid
4. Highlight the result you wish to examine and click the Select button
5. Go to the Customer tab on the Cash Receipt form
6. Invoice No is listed in the Invoice No column.  Drill into a record as needed
   • To apply one check to multiple Invoices:
     1. Click on the Batch tab
     2. Enter the Check Number (Ref. No. field), Check Amount (full amount of Check), and Apply Amount (Invoice 1 amount)
     3. Click Save Entry
     4. Enter the Check Number (Ref. No. field), Check Amount (full amount of Check), and Apply Amount (Invoice 2 amount)
     5. Click Save Entry
     6. When you are done adding Invoices to be paid as a batch, click Post Batch button

Alternatively, Cash Receipts may be added directly from an Invoice:

1. Open an Invoice
2. From the Extended Menu, select Cash Receipt option.  The Enter Cash Receipts form will open
3. Many of the fields will auto-populate with information from the Invoice.  You may edit fields by clicking the EDIT icon
4. SAVE form

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Create Open Credit for Customer

Create an Open Credit for a Customer from Cash Receipts (Deposit Check has been received, but no Invoice has been created yet)

1. Access Cash Receipts form via Workflow Menu > Accounts Receivable > Cash Receipts bucket OR Accounting Menu > Accounts Receivable > Cash Receipts OR Invoice form > Extended Menu > Cash Receipt
2. Select the Date, Currency, Bank Account and Company
3. Using the search button, select a Customer
4. Enter Check Number in Ref. No. field
5. Press the Tab key and then enter the Check Amount in the Check Amount field
6. Enter 0.00 in the Apply Amount field.  The Check Remainder field will auto-populate with the full Check Amount
7. Click the Save Credit button.  An “Enter Your Payment Comments” window will open.  Complete these fields and click Ok
8. Confirm your action in the confirmation window that appears
9. Click Post Batch and then OK in the confirmation window that appears

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Print Customer Statements

Print Customer Statements

1. Customer record > Print Button > Print Customer Statement OR Accounting > Accounts Receivable> Reports > Customer Statements.  A Customer Statements window will open
2. If you access this form from a Customer record, there will be an option to Include Invoices.  Select which Invoices you wish to include from the drop down menu (Over 30 days, Over 60 days, Over 90 days).  Complete other fields and click on Run Report button.  The Print Options window will open.  Make your selections and click Print.  This will print a single statement for a single Customer
3. If you access this form from the Accounting Menu, there will be an option to Include Customers.  Select which Customers you wish to include from the drop down menu (Over 30 days, Over 60 days, Over 90 days).  Complete the other fields and click on the Run Report button.  The Print Options window will open.  Make your selections and click Print.  This will print statement for multiple Customers

Prerequisite:

Set up a Default Contact Recipient for report type: Customer Statement

1. Go to the Customer / Vendor record > Cust / Vend tab > Company sub tab
2. Click ‘Auto Delivery’ button
3. Click ADD button to define a default email Recipient. A “Default Reports” pop-up window will appear
4. Select a Contact Full Name from the drop down menu (only saved Contacts for this Customer will appear in this list) and fill in an Email Address for this Contact (this is where they will receive the report designated in the next step)
5. Select Report Type “Customer Statement” from the drop down menu and a Default Report Template from the drop down menu (drop down menu populates based on selected Report Type)
6. Click SAVE.  This Contact and the associated report will appear in the Auto Delivery grid and on the Customer form > Cust / Vend tab> Reports sub tab

               This action may also be done on the Customer form > Cust / Vend tab > Reports sub tab (ADD button).  The Contact and associated report will appear in the Customer form > Cust / Vend tab > Reports sub tab and also in the Auto Delivery grid accessible from the Company sub tab. 

Email Customer Statements to all customers:

1. Click on the Accounting main menu > Accounts Receivable > Reports > Customer Statement
2. Select your Company from the drop down menu
3. Select a Branch and Department from the respective drop down menus, or select ALL
4. Choose a group of customers to receive Invoices. Options are ALL, Over 30 Days, Over 60 Days, or Over 90 Days
5. To include and send Invoices with a balance of zero dollars, click the checkbox “Include Zero Bal”
6. Click Email Report button.  A pop up window will open asking you to confirm “Send Customer Statement to all configured customers?”  Click yes to send, or no to cancel.  When all Customer Statements have been processed, a message box will briefly appear stating “Processed Successfully”

               Note:  There may be a delay of up to five minutes before the Customer receives a statement.  This procedure will send statements to all Customers selected in step 4.  To send a statement to a single Customer, see below

Email Customer Statement to a single Customer:

1. Open a Customer record
2. Click the PRINT button and select “Print Customer Statement.” A Customer Statement pop up window will appear
3. Select the Company to which the Customer belongs, the Branch, and the Department from the drop down menus
4. Choose which Invoices to include in the Customer Statement. The options are ALL, Over 30 Days, Over 60 Days, or Over 90 Days
5. To include and send Invoices with a balance of zero dollars, click the checkbox “Include Zero Bal”
6. Click the “Email Report” button. A pop up window will open asking you to confirm “Send Customer Statement for customer no: XXXXX using auto delivery configurations?”  Click yes to send, or no to cancel.  When the Customer Statement has been processed, a message box will briefly appear stating “Processed Successfully”

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Record Invoice Collection Activities

Record Invoice Collection Activities

1. Accounting Menu > Accounts Receivable > Work Queues > Collection Queue.  The Collections Q window will open
2. Click on the Filters tab and select criteria to narrow your results.  The grid will automatically update to include results that fit the criteria you have selected
3. Highlight the Invoice in the grid for which you would like create a Collection Activity, and from the grid Extended Menu, choose one of the default options
4. A Collection Activity is created and will appear in the Collection Activity grid.  You may drill into any Collection Activity to Edit
5. For more detailed Collection Activities, you may alternatively highlight the Invoice for which you would like to create a Collection Activity and click the ADD button in the Collection Activity grid.  An Add Activity window will open.  Add details and click the SAVE icon
6. Note: Collection Activities will appear on the Customer form > Activities tab

If you do not have permission to view the Collections Queue, you may still enter a Collection Activity:

1. Open the Customer form > Activities tab
2. Click the ADD icon in the Activities grid.  An Add Activity window will open
3. Select Collections from the Activity Type drop down menu and complete other fields as desired
4. SAVE the form

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Find and View AR, AP, GL Journal Entries

Accounting > General Ledger > View GL Journal

1. Go to Main Menu > Accounting > General Ledger > View GL
2. Click the Filters tab
3. Choose filters:
   1. Journal
   2. Account No.
   3. Company
   4. Journal Type
   5. Time period
4. Drill into entry to see further details

Accounting > Accounts Receivable > View AR Journal

1. Accounting > Accounts Receivable > Find AR Journal
2. Click the Filters tab
3. Choose filters:
   1. Journal
   2. Account No.
   3. Company
   4. Journal Type
   5. Time period
4. Drill into entry to see further details

Accounting > Accounts Payable > View AP Journal

1. Accounting > Accounts Payable > Find Journal
2. Click the Filters tab
3. Choose filters:
   1. Journal
   2. Account No.
   3. Company
   4. Journal Type
   5. Time period
4. Drill into entry to see further details

Accounting > Accounts Receivable >Find AR Journal Entry

1. Go to Main Menu > Accounting > Accounts Receivable> Find AR Journal Entry
2. If you know the Entry Number enter it in the search field. If you do NOT know the Entry
   Number, then click on the search button in the search field
3. Drill into entry to see further details

Accounting > Accounts Payable >Find AP Journal Entry

1. Go to Main Menu > Accounting > Accounts Payable > Find AP Journal Entry
2. If you know the Entry Number enter it in the search field. If you do NOT know the Entry
   Number, then click on the search button in the search field
3. Drill into entry to see further details

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View AR Quick View, Reports, Live Data

AR Report Locations

• Accounting Menu > Accounts Receivable > Quick Views
• Accounting Menu > Quick Views
• Accounting Menu > Accounts Receivable > Reports
• Accounting Menu > Accounts Receivable Reports
• Live Data Menu > Accounting > AR

This section contains more advanced and administrative procedures for Accounts Receivables in Q360