Using Load Receivables

When you first enter the Load Receivables option a Select An Option window will display the following options:

EXIT – Select EXIT to exit the Load Receivables option.

Select EXIT to exit the Load Receivables option and return to the System menu.

LOAD A/R – Select LOAD A/R to load receivables manually.

This allows you to enter the open transaction balance for each customer or make changes to an existing transaction.

1. At the Customer field enter the Net•Yieldcustomer ID code. The old customer ID code will default into the Old ID field if one is found for the customer, if the Old Code Conversion Mode setting in System Options has been set to Y (Y=yes), or, enter the customer ID code from your existing system in the Old ID field. If the Old Code Conversion Mode setting in System Options has been set to Y (Y=yes) the Net•Yield customer ID code will default into the Customer field – if one is found. If an old ID is not found for the customer an error message will appear. Press the space bar and enter a different old ID or add the old ID to the customer.

If you are uncertain of the customer code or want to add a customer code see Navigating Net Yield - Selecting a Customer ID Code.

2. At the Type field specify the type of transaction:

HI – Hand prepared invoice
CA – Unapplied cash application
CM – Credit memo
DM – Debit memo

3. Enter the reference number for the open transaction in the Reference Number field. (If you type the number of an existing reference number for the same customer, the system will assume you are trying to edit that record and will display the command options below in Step #6.)

4. At the date field enter the date or press Enter to accept the system default date – today's date.

5. Enter the amount of the hand invoice, unapplied cash application, credit memo, or debit memo in positive numbers in the Amount field.

6. Command options will appear:

Add – Select Add to save this record and return to the Type field for the same customer to allow you to create additional records.
Change – Select Change to edit the record that was just created.
- Make the appropriate changes to the Date and Amount fields as necessary. Press Enter when finished. If the reference number is wrong, select Exit to exit without saving and re-enter the transaction.
- Command options will appear; select Add.
Exit – Select Exit to exit the Load A/R option. The following message will appear: "Print (customer ID code) A/R? No/Yes."
- Select no if you do not want to print the record.
- Select yes if you want to print the record.

If the system finds the same reference number previously used for another customer, a Duplicate Reference window will appear to warn the user of a possible duplication. The following information will display:

Customer – The customer ID with the same reference number
Reference – The reference number
Date – The date of the transaction
Amount – The amount of the transaction

Command options will also appear:

Exit – Select Exit to exit the transaction without saving it.
Add Anyway – Select Add Anyway to add the transaction to this customer.

PRINT A/R – Select PRINT A/R to print a list of load entries you have created.

Selecting PRINT A/R allows you to print a list of the load receivables records entered. This is helpful if you are working in multiple sessions, or with many people. It is used to reconcile the open balances from your existing system against the Net•Yieldload balance prior to updating and posting the open transactions.

See Printing in Load Receivables.

UPDATE NET YIELD – Select UPDATE NET YIELD to post the open transactions to the customer and create the invoice, unapplied cash, credit memo, or debit memo transactions.

1. At the Period field enter the accounting period to post the open transactions.

2. In the Year field, enter the year for the accounting period entered in Step #1 or press Enter to accept the system default – the current accounting year.

3. In the Last Ref No field, the system will default to the last invoice reference number, based on the Last Invoice Number field in Receivables Options. The next number will be the first invoice reference number assigned to the open transactions when they are posted.

4. Command options will appear:

Update – Select Update to save the load information.
Exit – Select Exit to exit and return to the Select An Option window that appears when you first enter the Load Receivables option.

Select Update.

Important: The open balances will not be posted to the customer unless you select Update.

It is recommended that you print an Aged Receivables Report to confirm the open customer balances posted are the same as your existing system.