RIMAS for UNIX Software Installation

To: All Users of SLG Accounts Receivable System

From: The SHARED LOGIC Group, Inc.

Re: “Listing” and “Posting” Control used in A/R Cash Receipts Input

Date: April 2, 1996

The following is a discussion of the codes that may be used in the Input Cash Receipts program in the Accounts Receivable system, at the “Receipt Type” field or when posting to the open items for a customer. The codes fall into two (2) groups:

List Control codes may be used to control the list of items that appear on the screen. These are useful to limit the quantity of items that are displayed or to ensure that the item to be paid is available under the Customer already referenced by the operator.

Posting Control codes are used to indicate which item is to be paid or what is to happen with the remaining “amount to post” shown in the bottom right corner of the screen.

The specific codes are defined below. These codes can be entered either into the “Receipt Type” Field or when the cash receipt is being posted to the items, or at either point in the program. A message will be displayed when you are actually running the program that will list the specific codes that can be used at either point.

List Control:

NX Display the next screen full of eighteen (18) open items.

TP Redisplay the first (or top) screen full of eighteen (18) open items.

AL Display all items for the customer, including those that have a balance of zero. Normally, an item is no longer displayed the day after it is paid

O# Display only those items that resulted from shipments against a specific order number. The order number will be requested.

C# Display only the item that resulted from a specific control number. The control number will be requested.

CC Display only those items that resulted from shipments where a specific carrier was used. The carrier code will be requested.

V# Display only those items that resulted from shipments that were shipped in a specific vehicle (car, trailer, container, etc.). The vehicle number will be requested.

DT Display only those items that resulted from shipments on a specific date. The date shipped will be requested.

B# Display only the item that resulted from a specific bill-of-lading (or shipper) number. The bill-of-lading number will be requested.

R# Display only the item that resulted from a specific receiver number. The receiver number will be requested.

A# Display only those items that reference a specific apply-to number. The apply-to number will be requested.

,, Two (2) commas will cause the screen to clear and the cursor to return to the Customer Number entry field.

Posting Control:

CA This is used when a “credit application” is to be performed. A credit applied occurs when a credit memo or credit unapplied-cash is to be applied to a debit item.

MM This is used when a receipt is being entered as part of a bank deposit, but the receipt does not apply to an A/R open item. Receipt Type is the default when the Customer Number is “MEMO”.

CR This code is used to indicate that a cash receipt is about to be posted. The code that is used when neither CA nor MM is appropriate and is the most common entry. This is the default value for the Receipt Type field, when the customer number is not “MEMO”

When the Receipt Type is CR, the amount entered into Distribution #4 Amount is moved to the right side of the screen, under the list of open items, and the operator is required to post the amount. The program will again display a list of codes that may be used to control the list of items on the screen, or to post to the items. Many of the codes displayed at this point perform the same function as those listed above, and will not be repeated here. However, there are a few additional codes.

Additional List Control Codes:

-ITEM# If the operator enters a dash (-) and one (1) to six (6) characters, the program will attempt to locate an item with an item number exactly matching the characters following the dash. For example, if the operator enters “-123”, the program attempts to locate an item with an item number of “ 123” (note the leading spaces).

If an exact match is located, that item is displayed at the top of the screen, followed by as many as seventeen (17) additional items. Further, since the program did locate an exact match, it assumes that the operator wants to post to the item and automatically moves the cursor to the top item on the screen.

On the other hand, if an exact match is not located, but there are items with item numbers greater than that entered by the operator, the next higher item number is displayed. This is followed by as many as seventeen (17) items. In this case, the program does not assume that the operator wants to post to the item, since an exact match was not located.

Additional Post Control Codes:

# This symbolizes the entry of a line number that contains the item to which the cash receipt (or a portion thereof) is to be applied.

#-# This symbolizes the entry of a range of line numbers that contain a series of items to which the cash is to be applied. The range is inclusive.

CU The entry of this code causes the program to create a new item in the open items file with an amount equal to the amount remaining in the “amount to post” field in the bottom right corner of the screen. The item type will be “CU”.

AD This code is used to create, or add, a new item in the Open Items File. The item type will be either “Cx” or “Dx”, where the value of “x” is entered by the operator. The program will determine if the item will be a credit or debit.

Notice that the “-ITEM#” code listed above can also act as a Post Control Code, when the item number exactly matches an item for the Customer.

Finally, the operator must enter (CR) alone, after the “amount to post” has been reduced to zero (0) by one or more of the above methods, to indicate that the entire cash receipt entry and posting is to be accepted.