Scope:
This policy covers Accounts Receivable procedures for ISTC customers using the Solomon IV Accounting System and the Primus Training Management System. |
Invoice Procedures:
Go into Customer Service Department and get New Clients, Credit Card Balance Receipt and the deposit out of locked drawer. |
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1. Balancing Credit Card Receipt |
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a. Use deposit tickets, add each card and make sure total matches Receipt from Customer Service.
b. Staple all Credit Card Receipts together and file in Month folder.
c. Using icon on desktop, keep track of monthly credit card charges by the day. |
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2. Generating Billing Support and Importing Batch from PRIMUS to Solomon |
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a. Select Reports Icon from desktop
b. Select Accounting Reports
c. Select Cash Report
d. Type in dates
e. Select print
f. Close cash report screen
g. Select Daily Report – type in dates and print
h. Select Receipts by client ID – type in dates and print
i. Close screen
j. Check that all clients are in Solomon using Customer Maintenance, if not entered, you MUST enter them before import
k. Separate backup by subscriber / non-subscriber clients
l. Match nonmember payments with their backup using the cash drawer report
m. Check cash report in Solomon to verify
n. Select Export To Solomon
o. Enter date and select proceed
p. When calculator comes up – close all
q. Repeat steps above to process Baytown Training Center (BTC) invoices |
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3. Importing to Solomon |
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a. Select UTILITY and Transaction Import
b. Select Data File Name and F3
c. Select G: Reports: Sol_Imp.dta
d. Select Data File Type: ascii
e. Select Screen: 08 and F3 and hit enter
f. Selection should be 0801000 – Invoice & Memo
g. Select Control File Name: F3
h. Choose invline_d.ctl and hit enter
i. Select Output Log File: F3
j. Pick any one of the files and highlight the date and put your current date (1117 for 11/17)
k. Select OPEN
l. Select Begin Processing
m. Processing takes 5-10 minutes
n. Repeat steps above to import BTC data (note: use 1117B for 11/17B for Baytown) |
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4. Releasing Batch and Printing Invoices |
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a. Select Invoice & Memo: F3 and select the 0.00 batch
b. Make sure period to post is correct
c. Use last page of daily report and match to batch total. Enter the amount in Control Total.
d. Select Handling: Release Now and Close
e. Yes to save changes
f. Using the Report just generated, Select Reports: Invoice Memo Forms
g. Select: Field: F3 and choose ardoc.batnbr
h. Select Operator: Equal
i. Select Value: Type in the batch number off of the report
j. Select Print Preview and preview each page to make sure it is not a 2 page document. If it is, be sure to insert blank paper AFTER invoice number.
k. Close print preview
l. Put proper number of invoices in printer and select print.
m. Be certain to check your first, middle and last invoice against report to verify all invoice numbers are correct
n. Repeat steps above for BTC` |
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5. Match Invoice to Backup |
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a. Match Invoice to backup checking the name and amount on each invoice. Keep Non-Subscriber Invoices Separate
b. Set Subscriber stack of Invoices aside
c. Separate cash payment invoices with backup
d. Separate credit card payment invoices with backup
e. Add separated stacks and verify they match daily deposit and daily credit card totals
f. Stamp each invoice with PAID
g. Repeat steps above for BTC |
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6. Paying Non-Subscriber Invoices |
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a. Select Payment Application
b. Batch number is automatic: ENTER
c. Check Period to Post and date
d. Enter Customer ID (make sure it is the same)
e. Enter check number or Invoice number with CC if paid with credit card, and CASH if paid with cash.
f. Enter amount of payment
g. 10100 is cash payments and 12700 is credit card payment
h. Start with cash payments and check control total when finished
i. Enter credit card next and check control total again
j. If correct: Release batch
k. Give all Invoices to EDMS
l. Repeat steps above for BTC (Note: h. 10500 is cash payments and 12800 is credit card payment for Baytown) |
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7. Creating Manual Invoices (Subscriber Dues, Lost Badges, Credit Memos) |
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a. Open Solomon (set date in FILE for the date you are working on)
b. Module: A/R
c. Invoice and Memo
d. In Invoice and Memo Screen now – Batch # is Automatic – Enter
e. Control total will be the total of all invoices added together.
f. Type of document: Invoice or Credit Memo (remember that CM’s add to the control total, not subtract even though they are a negative amount)
g. Invoice # is automatic – it will say (NEW) – enter
h. Customer ID – enter the Customer ID # that you are going to bill.
i. Date should be correct – make sure your date is always correct.
j. Amount of Invoice – put the total amount of the invoice you are working on here.
k. Description is PO # - leave blank if you are not provided with one.
l. enter all the way down to detail – all fields are default
m. F4 to change from grid form
n. Account # - 50000 Basic’s
51000 – CBT classes
56000 – Specialized Training
57000 – Subscriber Fee
50100 – Baytown Basic’s
51100 – Baytown CBT Classes
F3 to look up any others.
Sub Accounts – look on chart on wall or use F3 to lookup
o. Quantity – put in how many you are billing for
p. Unit Price – how much for each class or each lost badge
q. Amount is auto – hit enter
r. Description – type out what it is you are invoicing – i.e.: Lost Badge, Subscriber Fee, BN, BN1, DP, etc
s. Save and go to next invoice.
t. When batch is complete. Control Totals should match.
u. Release batch and use Report to print invoice just like you do when batch has been imported.
v. Give Barbara invoices and file reports the same as for an imported batch.
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Payment Processing Procedures
This policy covers procedures for posting Accounts Receivable payments received by mail. |
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1. Preparing Deposit Slip for bank depositing |
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a. Separate stub and check. Put stubs with copy of checks (check copies made by AA)
b. Go to DEPO SLIP on Desktop
1. Enter Date on line 1
2. Scroll down to line 4 – Enter company name (using lower case type) / Tab / Enter amount of check /Enter
3. Continue for all checks
c. Verify check amount with total amount verified by AA on tapes
d. Print Deposit slip; Original, copy and then make an additional copy of deposit slip with regular paper and put with stubs and copies of checks
e. Put checks and deposit slip in envelope
1. Put date and amount on front of envelope
2. Put in bank bag along with daily cash deposits |
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2. Checking Client ID Number And Correct Invoice Numbers |
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a. Using copy of check, go to FILE MAGIC on Desktop
b. Click QUERY
c. Click INVOICES/DA-#-ID-CO
d. INVOICE # - Type in Invoice #’s from check copy
e. Click OK
f. Check each Invoice # to make sure it belongs to that client ID # ( some companies pay for more that one Client ID #)
g. Write the correct ID # on check – highlight |
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Note: If company is paying for more than one client # make duplicate copy for each client id# being paid. Write client id# on each copy and mark out invoices that are not for that client id# on copy. Write total amount of invoices being paid under that client id# and write on copy of check.
h. Continue for ALL checks |
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3. Processing Mail In Checks in Solomon |
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a. Open Solomon (set date in FILE for the date that is stamped on copy of checks)
b. MODULE - - - A/R
c. PAYMENT APPLICATION
d. In PAYMENT APPLICATION – Batch # is Automatic – Press Enter
e. DOCUMENT/CUST. ID – Enter Client ID # you are going to pay
f. TYPE – Payment
g. NUMBER - Type in check number
h. DATE – should be correct – always make sure your date is correct
i. PMT/MEM ORIG AMT – Enter amount of check
j. Press “Enter” down to amount to apply column
k. Find Invoice # to be paid – Enter amount in AMT TO APPLY column – hit “down” key to continue. Find next Invoice # (this will pay document balance and subtract or zero out depending on amount that you are paying – unless a credit is noted on the check to be applied) |
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NOTE: If a check is using a credit to be applied, set copy of check aside until after all other checks have been processed – close out to finish transaction. – See Processing Payments with Applied Credits below. |
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l. Continue until ALL invoices have been paid
m. Click “Save” button
n. Write Batch Number at top of deposit slip copy
o. Verify “APPLICATION TOTAL” and “PMT/MEM ORIG AMT” should be the same unless there is a difference indicated on the deposit reconciliation sheet |
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NOTE: Any check received by mail that is not paying company invoices should be marked as a difference on the reconciliation sheet. The totals will match once difference is substracted. |
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p. Press “Ctrl F” and “Enter”
q. Repeat steps E – N for all checks
r. When all checks (batch) are processed, press “SAVE”
s. Verify Batch TOTAL matches total of Deposit Slip
t. Type amount in CONTROL space
u. In “HANDLING” space select “RELEASE NOW”
v. Close Process (press X); Press “YES” to saving changes
w. Take copy of deposit slip and staple to back of Report just generated --- File in A/R book
x. Give check stubs and copies of checks to EDMS
y. Prior to statements being mailed – watch for past due invoices being paid by mail in checks received after the first of the month – give copy of check to be verified against statement to prevent past due notice being sent when invoice has been paid.
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*Note: DO NOT randomly apply check payments to other invoices without contacting the company for approval. It should be posted as an unapplied credit or a refund issued if the company cannot be reached. This procedure MUST be completed by the person posting the receivables payment.
*Note – If posting a credit card the COA account number MUST be changed to 12700. |
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4. Processing Applied Credit Payments |
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a. Log into Solomon
b. Verify date is correct
c. Select Accounts Receivable Module
d. Select Payment Application
e. Enter down to Customer ID number – type in Client ID#
f. Enter to “Number” – press F3
g. Click on “Ref Nbr” of credit being used and write that number on copy of deposit and “applied credit of $” – click on “OK”
h. Enter down to amount to apply and scroll down to invoice number to apply credit to and type in the amount being applied.
i. Click on “Flag” if there are more credits to be applied – repeat steps e through h
j. When finished applying all credits – click on “save”
k. Click “Handling” – scroll down to “Release Now”
l. Close screen by clicking on the “x” in the top right hand corner
m. Click “yes” to save
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| Checkbook Recording Procedures |
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1. Select Microsoft Excel from Program Menu (or shortcut on desktop if available) |
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2. Open “CHECKBOOK MASTER” for starting a new page or “CHECKBOOK254”(or current page number) if continuing on page. |
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3. Entering Checks |
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a. Enter Date
b. Enter Check Number (if entering a large number of checks, click on cell of first check number, hold curser at bottom right corner (+), then drag to last check number of batch.
c. Enter Vendor Check Payable to
d. Enter Check amount in “Checks” column |
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4. Entering Deposits |
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a. Enter Date of transaction – corresponding to customer service or mail date
b. Enter Deposit amount in “Deposits” column |
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5. Page will automatically total itself based on debit or credit |
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6. Continue entries on page until line 50. At line 50 save page, print and place in checkbook. |
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7. To start a new page |
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a. Open “CHECKBOOK MASTER”
b. Enter total at bottom of previous page in “Balance” column (line 2)
c. Select “FILE” – “SAVE AS”
d. Save file as “CHECKBOOK255” (next page number) |
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NOTES:
When making your deposit each day, prior to placing in deposit bag and sealing, you should record daily deposits in checkbook.
When cutting payables checks, the checks should be recorded in the checkbook as soon as they are processed.
These steps will eliminate balancing errors at the end of the month. |
