VIEW RECEIVABLES AND COLLECTIONS

This screen displays all the outstanding invoices for both projects and customers. The information that displays in the table window is driven by the number of days outstanding as entered in the Days Outstanding field.

The information that displays on this screen is stored in the Accounts Receivable History tables. If you want to enter or modify information that is displayed on this screen, use the Manage Accounts Receivable History screen. The modifications made directly into the Manage Accounts Receivable History screen do not update the General Ledger or Project Ledger balances.

You normally use the View Receivables and Collections screen after you post all of the cash receipts and billings for the accounting period. This screen displays only invoices that have a balance due of greater than zero and invoices that have been outstanding for at least the number of days entered in the Days Outstanding field. It does not show invoices or cash receipts that have not been posted.

Org security can be applied to this function. This optional feature allows you to grant or remove rights to view and/or update specific organizations to users. To do this, you must first set up the necessary organizational security screens in Costpoint System Administration. You can then activate organizational security through the Manage Users and Configure System Settings screens in that module. For more information about organizational security and how to apply it, see the documentation about Organizational Security in Costpoint System Administration.

Location

Field Descriptions

Use the fields in this block to refine your search. After you have completed the criteria on which to search, click in the toolbar to populate the table window.

Customer Account

Enter, or click to select, the customer account number.

Customer Name

Enter, or click to select, the customer name associated with the account.

Project

Enter, or click to select, the project number.

Include Finance Charge Info

Select this check box to include finance charges on your outstanding invoices. This check box is selected by default.

Include Zero Balance Invoices

This check box is enabled when you select the All option. Select this check box to include invoices with zero balance.

All

Select the All option to display all outstanding invoices.

At Least, Days Outstanding

Select the At Least option, and enter up to four digits in the Days Outstanding field to represent the minimum number of days outstanding for your inquiry. Only invoices with a Days Outstanding field equal to or greater than the number that you enter display. The system calculates the Days Outstanding by subtracting the due date from the system date.

Average Days Over

This displays the average number of days that the selected customer invoices are overdue.

Functional Currency Totals

The fields in this group box display totals for the invoices listed in the table window in your company's functional currency. You cannot edit the amounts in this group box.

You set up the functional currency for a company on the Configure General Ledger Settings screen. This is the currency in which the company's financial statements and general ledger reports are expressed.

Invoice Amount

This field displays the total of the Invoice Amount column in terms of your company's functional currency.

Discount Taken

This field displays the total of the Discount Taken column in terms of your company's functional currency.

Amount Received

This field displays the total of the Amount Received column in terms of your company's functional currency.

Adjustment

This field displays the total of the Adjustment Amount column expressed in terms of your company's functional currency.

Balance Due

This field displays the total of the Balance Due column in terms of your company's functional currency.

Recalculation Method

Exchange Rate Button

If the rate information changes, use this button to recalculate the header and line amounts using the new rate information.

Table Window

Invoice Number

This field displays the invoice number. The invoice number is a unique identifier that is used to identify the receivable amounts for projects and customers.

Trans Curr

This field displays the abbreviation of the transaction currency. The currency names are maintained on the Manage Currencies screen in Costpoint Multicurrency.

Invoice Amount

This field displays the total amount of the receivable. The Balance Due column reflects the invoice amount still outstanding.

Amount Received

This field displays the amount of cash that was received for this invoice.

Balance Due

The system calculates this field as follows:

Invoice Amount minus Amount Received minus Discount Taken

Finance Charge Computed

This field displays the finance charge that was computed for this invoice.

Finance Charge Received

This field displays the finance charge that was received for this invoice.

Net Amount Due

This field displays the net amount due. The system calculates this value as follows:

(Balance Due plus Finance Charge Computed) minus Finance Charge Received

Project

This field displays the project number used when the invoice was entered, computed, or initialized in the system.

Receivable Account

This field displays the General Ledger account to which the invoice was posted during billing.

Organization

This field displays the organization to which the cash receipt was posted.

Invoice Date

This field displays the original date for which the invoice was calculated. The due date, rather than the invoice date is used to calculate days outstanding.

Due Date

This field displays the due date. The system calculates it based on the terms of the project when the billing is posted.

Customer PO Number

If your company enters a customer PO number on the billing, the system posts it into the accounts receivable history, and it displays here.

Discount Amount

This field displays the original discount offered to the project for the invoice shown.

Bill Number

This field displays the bill number. The bill number is a second invoice identifier, separate from the system invoice number. It is usually used to track the project-specific billing items that are required by a particular job.

Customer Account

This field displays the customer account number to which the invoice was sent.

Address Code

This field displays the address code to which the invoice was billed.

Ref 1

This field displays the reference number to which this invoice or cash receipt was posted, if reference numbers are used in data entry.

The field Ref 1 may display a different label if it has been changed on the Configure General Ledger Settings screen. For example, the label may have been changed to AC 1.

Sales Order Number

This field displays the sales order number if an invoice is created because of a sales order.

Ref 2

This field displays the reference number to which this invoice or cash receipt was posted, if reference numbers are used in data entry.

The field Ref 2 may display a different label if it has been changed on the Configure General Ledger Settings screen. For example, the label may have been changed to AC 2.

Rate Group

This field displays the rate group code that is used for this customer's transactions. These rate groups identify the source of exchange rate data.

Customer Name

This field displays the customer name associated with the customer account.

Discount Taken

This field displays the discount taken by the project for this invoice.

Adjustment Amount

This field displays the adjustment amount to be written off. The adjustment amount cannot be greater than the Balance Due amount.

Last Receipt Date

This field displays the last date that a cash receipt was recorded for this invoice. It is updated when cash receipts are posted.

Invoice Type

This field is used by all types of invoices and is updated during the posting process. This field may display the following:

• S — This displays if the invoice is a standard bill, project product bill, or manual bill.

• P — This displays if the invoice is a progress payment bill.

• D — This displays if the invoice is a delivery bill.

You must initialize projects that use progress payment bills with the correct invoice types. The calculation process for both progress payment bills and delivery invoices relies on these values. For more information on progress payment bills, please see related topic in Billing, Progress Payment Bills.

Delivery Amount

This field is used by delivery invoices for projects that bill using progress payments. It is updated when you post delivery invoices from the Manage Project Product Bills screen in Costpoint Billing or post DD250 invoices from Costpoint Sales Order Entry. This field contains the full amount of the shipped finished good.

Liquidation Amount

This field is used by delivery invoices for projects that bill using progress payments. It is updated when Delivery invoices are posted through the Manage Project Product Bills screen in Costpoint Billing or by DD250 invoice postings from Costpoint Sales Order Entry. This field represents the total calculated amount of progress payments liquidated against the Delivery invoice. Liquidation amounts are Progress Payments that have been paid by the customer. They reduce the delivery amount to arrive at the net invoice amount.

Liquidation Taken

This field is used by delivery invoices for projects that bill using progress payments. The value initialized in this field should always represent the liquidation taken when the cash is received. It should differ from the liquidation amount only when the payment of an invoice has been adjusted to reflect a different liquidation amount than invoiced.

Liquidation Account

This field is used by delivery invoices for projects that bill using progress payments. It is updated when Delivery invoices are posted through the Manage Project Product Bills screen or by DD250 invoice postings from Costpoint Sales Order Entry. This field displays the account that was used to record the liquidation.

Unliquidated Account

Progress payment invoices use this field. It is updated when progress payment bills are posted. This field displays the account that was used to record the unliquidated amount.

Days Over

If the balance due is greater than zero, the value in this column is calculated by subtracting the Due Date from the current (today's) date. If the Balance Due field is less than or equal to zero, the Days Outstanding field is set to zero. Please note that only invoices that have a Balance Due field not equal to zero are shown on this screen.

Func Invoice Amount

This field displays the total amount of the receivable expressed in terms of your company's functional currency. The Func Balance Due column reflects the functional invoice amount still outstanding.

Func Discount Amount

This field displays the original discount offered to the project for the invoice shown expressed in terms of your company's functional currency.

Func Amount Received

This field displays the amount of cash received for this invoice expressed in terms of your company's functional currency.

Func Finance Chg Comp

This field displays the finance charge that was calculated for this invoice expressed in terms of your company's functional currency.

Func Discount Taken

This field displays the discount taken by the customer for this invoice expressed in terms of your company's functional currency.

Func Adjustment Amt

This field displays the adjustment amount to be written off expressed in terms of your company's functional currency. The adjustment amount cannot be greater than the Func Balance Due amount.

Func Balance Due

This column is calculated by subtracting the sum of the Func Amount Received plus the Func Discount Taken from the Func Invoice Amount.

Func Finance Chg Rcvd

This field displays, in your company's functional currency, the finance charge that was received for this invoice.

Realized Gain

This field displays the sum of any realized gains on currency exchange from the invoice detail. Gains are displayed as a positive number, even though they were posted to the G/L as a credit when the cash receipt was posted. This field is not editable.

Realized Loss

This field displays the sum of any realized losses on currency exchange from the invoice detail. Losses are displayed as a negative number, even though they were posted to the G/L as a debit when the cash receipt was posted. This field is not editable.

The Realized Gain and Realized Loss values will not be recalculated if the exchange rate or other amounts on the invoice are changed.

Func Net Amount Due

This field displays the net amount due in functional currency, including any posted realized gain/loss and any finance charges. This value is calculated by adding or subtracting any realized gain or loss (respectively), and by adding any finance charge to the Func Balance Due.

Curr Exch Rt

Select this check box to maintain current exchange rate information (today's exchange rate between the billing and the functional currencies). If you clear this check box, the system maintains historical exchange rate information (the rate between the billing and functional currencies that existed at the time the bill was created).

When you select and then clear this check box, both current exchange rate information and historical exchange rate information are maintained.

Subtasks

• Table Information

  Changes on this screen update the following tables:

  • AR_HDR_HS

  • AR_DETL_HS

  • AR_NOTES_HS

  • AR_SALES_TAX

  • CUST_ADDR_CNTACT

  • CUST NOTES