A/R and Billing: Training Outline

A/R and Billing Training Outline - Keystone

Data Preperation

Customers

1. Customer Number Stategy
   1. (e.g. AAA100)
2. Customer Class
3. Pricing Groups

Products

1. Product Code Stategies
   1. Deisgn for quick entry
   2. Base.Plant
   3. Advantage of numeric vs alpha
2. Determine Classes
3. Units of Measure
4. Pricing
5. G/L Accounts
6. Inventory
7. Components & Ingredient Type Products

Prices

1. Types of Prices
   1. List Prices
   2. Customer Prices
   3. Group Prices
   4. Job Prices

Tax Authorities

1. Name
2. Rate
3. G/L
4. Taxed base on Source or Delivery location
5. Localities and Authorities (City/County etc.)

General Ledger Accounts

1. Default Accounts
   1. Accounts Receivables
   2. Cash
   3. Sales Discounts
   4. Service Charges
   5. Sales
   6. Sales Tax Payable
2. G/L Strategies
   1. Plant Level
   2. Product
   3. Division
   4. Defaults

REVIEW Keystone LAYOUT

Master Menu

• Invoice Menu
• Accounts Receivable
• Inventory
• File Maintenance And Lists
• Sales Analysis
• Ticket Printing
• Month End
• Utilities

SETTING UP DATA

Plant Maintenance

1. Location
2. Plant Type
3. Invoice & Ticket Number options
4. Base Plant Pricing
5. Default G/Ls
6. Dispatch/Ticketing Related

Tax Authorities

1. How Tax Authorities Are Used
2. Tax Authorities Vs. Tax Localities
   1. Compound Rates
   2. Effective Date

Customer

1. Basics Of Using A File Maintenance Program
   1. Searching
   2. Help
2. Important Fields
   1. Salesman
   2. Class
   3. Terms
   4. Statement To
   5. Sequence Code
   6. Dun Flag
   7. Service Charge
   8. Sales Tax
   9. Tax Authority
   10. Price Group

Product Maintenance

1. Product Codes
   1. Best Choices - Short But Understandable
   2. Matching External Batch Controls
   3. Miscellaneous Product: MISC

Fields

1. Unit Of Measure
   1. CYConcrete
   2. YAdmix
   3. TNAggregate
   4. TTransportation
2. Product Classes
3. Price, Cost And Discount
4. Taxable
5. Default Quantity
   1. Bring Down
   2. Order Remain
   3. Order Quantity
6. G/L Account

Customer Price Maintenance

1. Background On Pricing
2. With Standard Product
3. Product Class Price Adjustment/ Discount
   1. Price Adjustment
   2. Discount

Job Price Maintenance

1. Overview
2. Calling Up Job
   1. Direct
   2. List
3. Important Fields
   1. Purge Date
   2. Tax Authority
   3. Tax Code
   4. Batch Controls Job Code
   5. Qty Ordered
   6. Qty Delivered

Running Reports And Lists

1. Sequence
2. Selection

INVOICING

Ticket And Invoice Basics

• Ticket Maintenance
• Quick Ticket Entry
• Open Ticket Stack

1. Unbilled Tickets
2. Remote Tickets

Load Tickets From Batch Controls

1. Run-Time Warnings
   1. Batch Controls Interface File Not Set Up Properly
   2. Batch Controls Data Could Not Be Loaded
2. Duplicate Ticket Number Found
   1. Causes
   2. Re-Loading Same File
   3. Download Same Day's Information From Batch Controls
   4. Intentional - Trying To Replace Tickets On Billing System
   5. Two Plants Crossing Ticket Numbers
   6. Options
   7. Assign New Ticket Number
   8. Add And Increment To Duplicate Tickets
   9. Replace Existing Tickets With Batch Controls Data
   10. Skip This Ticket
   11. Stop (Ignore Remaining Batch Controls Data)
3. Examples Of Batch Controls Ticket Edit Report Warnings
   1. Customer Number Invalid
   2. Product Code Invalid
   3. Tax Authority Invalid
   4. Quantity Larger Than 15.99

Ticket Maintenance

1. Creating A New Ticket
2. Editing An Old Ticket
3. Moving Around
   1. Selections
   2. Ticket Area And Product Area
   3. Arrows
   4. Page Up And Down
   5. Tab And Back Tab
4. Important Fields
   1. Ticket Number
   2. Date
   3. COD
   4. Tax Authority
   5. Job/Po/Loc
   6. Unit Price
   7. Unit Discount
   8. Tax Code

Pre-Billing Audit List

1. Warning Messages
2. Using Job Totals To Indicate Invoice Separation

Print Invoices

1. Selection
2. Messages
   1. Discount Message
   2. Standard Terms
3. Discount Handling
   1. Offer Discount If No Open A/R Before
   2. Discount Valid Until
4. Ticket Print Selection
   1. Priced
   2. COD/Cash
5. Print Setup
6. Confirm Printed Correctly

Invoice Register

1. Sales Person Report
2. Invoice Register
3. Sales Tax Report
4. Month To Date

ACCOUNTS RECEIVABLE OPTIONS

A/R Inquiry

1. Drill Downs
2. Notes
3. Print Forms

Cash Posting

1. Check Number
2. Check Amount
3. Posting Date
4. Posting Options
5. Posting Screen
   1. Amount Remaining Field
   2. Highlighting Invoice
   3. Post Cash
   4. Automatic Discount
   5. Automatic Payment Determination
   6. Post Discount
   7. Post Allowance
   8. Post Open Credit
   9. Accepting
   10. Canceling
6. Review Special Procedures
   1. Backing Out A Check
   2. Automatic Payoff
   3. Open Credits

Cash Receipts Register

1. Main Register
2. Summary Of Allowances
3. Bank Deposit

Aged Trial Balance Reports

1. Date First Of New Month
2. Options
   1. 1-Line Summary
   2. Long Summary
   3. Detailed
   4. Past Due
3. Future Column

MONTH END PROCEDURES

Complete All Daily Procedures

1. Invoicing
2. Cash Posting
3. Print Registers

Print Month To Data Registers

1. Cash Receipts
2. Invoice

Service Charges

1. Selection
2. Minimum Service Charge
3. Annual Rate
4. Number Of Days Since Last Run (Number Of Days Customer Is Charged For)
5. No Charge Cutoff Date (Only Invoice Before The Date Are Charged)
6. A/R Transaction Date - Set To Last Day Of Month
7. Service Charge Code To Process (Y Or Code In Customer File)

Print Statements

1. Statement Date Fist Of New Month
2. Discount Options
3. General Message
4. Dunning Messages
5. Due Now Line

A/R Distributions To G/L

1. Impact

Month/Year End Processing

1. Overview
   1. Resets M-T-D Summary Figures In Customer And Product Files

SALES ANALYSIS

1. Sales Report Basics
   1. Invoice Date vs Ticket Date
   2. Report Options
2. Summary Customer Sales Analysis
3. Summary Product Sales Analysis
4. Detail Sales Inquiry
5. Product Cost by Job Report

CONFIGURING Keystone OPTIONS

Pricing Options

1. Customer Price Groups
2. Job Pricing
3. Product Class Discounts
4. Link Pricing

Reports That Can Be All Or Partially Removed

1. Ticket Maintenance Report
2. Batch Controls Transfer Report
3. Update Office With Remote Tickets
4. Pre-Billing Audit List

Training Outline - Batch Controls Interface

Batch Controls CONFIGURATION

Location For Ticket File

1. Review Method transfer
   1. USB Drives
   2. Network
   3. Cloud

Pricing Options

1. Office Pricing
2. Batch Controls Pricing

Multiple Plants

1. Add Plant Number To Mix Product Code
2. Add Plant Number To All Product Codes