Keystroke Point of Sale Help

Accounts Receivable - How to Configure and Use Accounts Receivable

Establishing Existing Customer Balances:

Before beginning to use Keystroke to run a business, it may be necessary to import Accounts Receivables Customer Balances. This is accomplished by using Keystroke\ImportAR.EXE which creates Balance Forward invoices for the balances contained in the Quote/Comma Delimited File named Custbal.TXT. The first field in this file is the Customer Code (unless changed by the /C command line switch), the second field will be total balance, and any other fields will be balances for previous periods. NOTE: The balances from previous periods are optional and the amount posted to the current period will be the total minus these other fields. Usage is as follows: ImportAR [/F filename] [/C C|N|M|P|Z] [P0=date] [P1=date] [P2=date] [P3=date] (/C - C=Code, N=Number, M=Name, P=Phone, Z=Zip). I ImportAR.EXE also supports most of the standard Keystroke command line switches. By default each Customer is looked up by Customer Code and the date for each period will be the last day of the prior month.

Entering Payments Received on Account:

To apply payments to Customer accounts, navigate to Accounts Receivable. On the Enter Customer Screen, select the Customer from whom the payment was received or enter the Invoice Number (available only with Keystroke Advanced licenses)for which the payment is intended to locate the Customer (select the Enter Customer Screen Aging Button to display the Customer Aging information). When the desired Customer has been selected, select [OK] or [F10] to proceed to the Payment Received On Account Screen. Enter the Payment Type, Payment Amount, and optional Reference information. If the Auto Apply Payment Parameter is enabled, Keystroke applies the payment automatically (first to Finance Charges if any exist, then to the oldest open Invoices). Otherwise, the ROA Payment may be applied manually by pressing [Tab] to navigate to the Open Invoices list. Select the Invoice(s) to which the payment is to be applied. Enter the amount(s) to apply in the Applied column. Select [Ok] or press [F10] to display the Print ROA Payment Receipt screen, print the receipt, and/or save the ROA Payment.

Surcharges on ROA payments are supported only when the Payment is processed through the Keystroke Direct (EVO) Authorization Method that has Surcharge set up with Record As set to "Payment". When a surcharge is added to the processed payment, it is displayed on the ROA payment screen as "SChg:" along with the "Tendered:" field (which is the total of the Amount to be applied plus the surcharge). The surcharge is saved as a separate field (called PayFee) with the ROA Payment. When viewing the list of ROA Payments, only the Amount is displayed since that is what was credited to the Customer's account.

ROA Payments may also be entered in Sales Manager using the Credit Memo function in the Special Menu.

Sending Statements:

Statements may be generated (printed and/or emailed) for:
- All Customers with a Credit Limit not equal to zero.
- Customers with a current Amount Due.
- Individually selected Customers.

Setting Parameters:

- Payment Parameters define the way ROA Payments are entered and applied to Customer accounts.
- Finance Charge Parameters define the manner in which Finance Charges are applied to Customer accounts.


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