Misc Billing and Accounts Receivable

Overview

The miscellaneous receivables system maintains a customer file, prepares invoices and statements, processes payments, deposits and adjustments, assesses delinquent charges, prints collection notices and prepares an aged accounts receivable report.

A customer may be invoiced on an as-needed basis or invoiced a fixed amount at regular intervals. Invoice amounts may be entered with multiple lines of description to adequately describe the charges. The customer account number may be any length up to 14 characters, which accommodates an assessor parcel number.

Customers can be assigned a type code, if a group or groups of customers should be separated for processing or reporting.

Payments and deposits are entered in the main Cash Receipts program, if active, or entered directly into this system. Activity generated within the system creates entries for posting to the general ledger.

Reporting Functions

Master List

A customer master list is printed for all customers or a selected group of customers by customer number or name. The list is available in two formats. The long format includes all of the information in the customer master record and the short format prints selected customer information.

Aged Accounts Receivable Report

The Aged Receivables Report lists customer accounts with balances, identifying amounts as current, 30, 60, 90 and over 90 days. Also included is the date of the last customer payment.

Deposit List

The deposit list contains customer accounts with deposits, printing total deposits for each customer along with the last deposit receipt number and date.

Detail History Report

Historical charge and payment transactions may be printed by customer for a requested date range. Optionally, these transactions may be cleared when they are no longer useful for inquiry purposes.

Mailing Labels

Mailing and file folder labels may be printed for selected customers, as needed.

Billing Functions

Automatic Billing

If customers are billed fixed amounts at regular intervals, billing information may be entered in the customer record to automatically generate an invoice when appropriate. The invoice frequency may be monthly, bi-monthly, quarterly, semi-annually, or annually. When the automatic billing option is selected for a particular period, billing charges are created in the pending invoice file, subject to review.

Invoicing

For customers not subject to automatic billing, current charges may be entered at any time into a pending invoice file. Invoice records contain multiple lines for use as needed, including lengthy descriptions. The invoice amount may be distributed to one or more general ledger accounts. Invoices may be printed on plain paper, letterhead or a preprinted invoice form. After printing, invoices are updated to the customer account balances. Receivable activity is saved for subsequent posting to the general ledger.

Transaction Processing

Transactions for deposits, payments, adjustments and delinquent charges may be generated from other sources, such as cash receipts, or entered directly into the transaction program. Entries are printed on an audit journal prior to updating the customer accounts. Receivable activity is saved for later posting to the general ledger.

Delinquent Charges

A delinquent charge can be either a fixed amount or a percentage of a past due balance. A customer account may be coded as to whether or not it is subject to a delinquent charge. When the automatic delinquent charge option is selected, delinquent transactions are created in the pending transaction file, subject to review prior to updating the customer accounts.

Statements

Statements are printed for all transactions that have been posted to an account since the last statement was printed. Information printed includes name and address, balance forward, debit and credit detail, and ending balance.
Statements may be printed on plain paper, letterhead, or a preprinted statement form.

Collection Lists & Notices

Lists and notices may be printed for customers with collection codes set in their master records. One code indicates that the customer should be sent a notice that the account is seriously past due. A second code indicates the account has been turned over to a collection agency. The collection lists contain customer balance information and the dates and amounts of the last invoice, payment and adjustment.

Create Journal Entries

Receivable activity is saved from invoicing and transaction processing. When requested, activity may be printed for the requested date range and summarized by account. Optionally, journal entries may be created for posting to the general ledger.

Maintenance Functions

Customer Inquiry

An account may be accessed by customer number, name, type or cross reference. The customer master record is displayed with options to display charge and payment transactions including invoice detail.

Customer Maintenance

The maintenance program is used to add a new customer, change information for an existing customer, and delete closed accounts. Data maintained for each customer includes name, address, billing codes, contract and installment amounts, customer type and cross reference. Additional data for balances and activity dates are maintained by the system during processing.

Reference File

The reference file maintenance program allows for add, change, delete, inquire and print of the reference file entries. The reference file is used for user-defined items, such as delinquency percent and general ledger numbers for automatic journal entries.