Apex Invoicing & Accounts Receivable

Apex Invoicing & Accounts Receivable Dan Hughes Dhughes@commandalkon.com Project Manager 913-384-0880

Session Objective • Invoicing • Credit/Rebill • Payments & Discounts • Adjustments • Statements & Late Charges • Close Period • Aging • General Ledger • Imaging Apex Invoicing & Accounts Receivable

Invoicing - New Features • New Features for Invoicing – Apex 5.1 & 6 • Ability to enforce ‘invoice date’ in current accounting period • Add ability to suppress invoice printing for specific conditions: • Cash • Inter-Company • Intra-Company • Zero Priced • Ability to reprint a group of invoices, based on user-selectable parameters Apex Invoicing & Accounts Receivable

Invoicing - New Features • New Invoice Features • Add configuration settings for minimum and maximum invoice numbers • New invoice break options – including Description, Ship Address, Destination, FreightFOB, Freight Mode, Rail BOL • “Select All” Capability added to ‘Reprinting Posted Invoices Apex Invoicing & Accounts Receivable

Session Objective • Ticket Exception Checks • Ticket Posting • Invoicing • Credit/Rebill • Payments & Discounts • Adjustments • Statements & Late Charges • Close Period • Aging • General Ledger • Imaging Apex Invoicing & Accounts Receivable

Credit/Rebill–Multiple Invoice Mode • After posting invoices • Credit/Rebill module to make those changes. • Multiple Invoice Mode • Option to change to more than one invoice. Apex Invoicing & Accounts Receivable

Credit/Rebill–Multiple Invoice Mode • Once you select the customer, the invoices for that customer will be displayed. • Each invoice that shows as available can be modified with the Credit/Rebill process. Apex Invoicing & Accounts Receivable

Credit/Rebill–Multiple Invoice Mode • Select which invoices you wish to modify, then click the Wizard icon to begin the process. Apex Invoicing & Accounts Receivable

Credit/Rebill–Multiple Invoice Mode • Choose whether you are crediting the invoices only, or if you are crediting and rebilling the invoices with changes. Apex Invoicing & Accounts Receivable

Credit/Rebill–Multiple Invoice Mode • You can choose different dates than the current date. • You can also have a different credit date than the rebill date. • Click Next to proceed. Apex Invoicing & Accounts Receivable

Credit/Rebill–Multiple Invoice Mode • Create additional descriptions to appear on your Credit/Rebill invoices if desired. • Click Next to continue. Apex Invoicing & Accounts Receivable

Credit/Rebill–Multiple Invoice Mode • Decide whether you want your invoices and journals printed to the printer or to the screen first. • If you are printing to the printer, you can also select to pause printing in between invoices and journals, to change paper. • Click Next to continue. Apex Invoicing & Accounts Receivable

Credit/Rebill–Multiple Invoice Mode • The Wizard will prepare the selected tickets for modification. • Click Next to continue. Apex Invoicing & Accounts Receivable

Credit/Rebill–Multiple Invoice Mode • The Multi-Ticket Changes program is displayed for editing rebill tickets. • To change a detail, mark the associated checkbox in order to activate the detail field. • Then select or enter the desired change information for that field. Apex Invoicing & Accounts Receivable

Credit/Rebill–Multiple Invoice Mode Apex Invoicing & Accounts Receivable

Credit/Rebill–Multiple Invoice Mode • After pressing "Apply Changes", a summary of the results aredisplayed. • Click Exit to continue the wizard. Apex Invoicing & Accounts Receivable

Credit/Rebill–Multiple Invoice Mode • The Wizard returns, allowing you to go back previous step(s), return to Edit Tickets, print the Ticket Edit report, Cancel or Finish. • Click Finish to complete. Apex Invoicing & Accounts Receivable

Credit/Rebill–Multiple Invoice Mode What’s Created: 1. Journals for the Credit part of the process. 2. Invoice(s) for the Credit part of the process. 3. Invoice register for Credit Invoices. 4. Journals for the Rebill. 5. The Invoice(s) for the Rebill part. 6. The Invoice register for Rebill Invoices. Apex Invoicing & Accounts Receivable

Credit/Rebill–Multiple Invoice Mode • The Wizard will show all tasks completed. • Click Close to return to the original Credit/Rebill module window. Apex Invoicing & Accounts Receivable

Credit/Rebill–Multiple Invoice Mode • New Features in Version 5.1 and 6 for Credit/Rebill • Option to add Source of error (reason for performing Credit/Rebill) for reporting • Option to process multiple Credit/Rebills and postpone posting to the end of the batch • Option to Credit/Rebill multiple invoices in one process Apex Invoicing & Accounts Receivable

Payments & Discounts • Payments and early payment discounts are entered and applied in the payments program. Apex Invoicing & Accounts Receivable

Payments & Discounts • Click the + sign to enter a new payment record. • Fill out the top portion with the payment received information. Apex Invoicing & Accounts Receivable

Payments & Discounts • Apply the payment (and discount, if available) using the bottom portion. • Must save the payment transaction before continuing. Apex Invoicing & Accounts Receivable

Discounts • Discounts are entered for each customer. Apex Invoicing & Accounts Receivable

Discounts By Level Apex Invoicing & Accounts Receivable

Discounts By Qty Break Apex Invoicing & Accounts Receivable

Non-Configured Discounts • Additional discounts not previously configured can be applied at payment time. Apex Invoicing & Accounts Receivable

Post Payments • Payments and discounts must be posted before considered “applied” in the system. • Payment posting journals can be directly printed, or previewed on the screen first. Apex Invoicing & Accounts Receivable

Post Payments • After clicking the lightening bolt, the system will confirm you wish to begin the Payment Posting process. • The system will also display a completed message when successfully completed. Apex Invoicing & Accounts Receivable

Post Payments • You can turn off all posting journals via System Configuration. • Or you can turn off specific journals in the Post Payments program. Under File>>Select Journals. Apex Invoicing & Accounts Receivable

The ability to do multiple adjustments is now available. You can also post adjustments by user. Click on the wizard to create multiple adjustments. Multiple Adjustments Apex Invoicing & Accounts Receivable 33

Multiple Adjustments Click on the down arrow and choose a customer. Choose invoice(s) to adjust. Click on Next. Apex Invoicing & Accounts Receivable 34

Multiple Adjustments Choose the item(s) to credit on the left. Click on the down arrow and choose item from the invoice. Choose the item(s) to debit on the right. Click on the down arrow and choose item to debit. Click on Next. Apex Invoicing & Accounts Receivable 35

Multiple Adjustments Preview the adjustments to make sure they are correct. Click on Next. The next screen is your confirmation that the adjustments have been created. This example is for group 1 since I am logged in as user 1.Next user who logs in and creates adjustments they will have their own group. This allows users to post their own adjustments instead of all adjustments. Click on Finish. Apex Invoicing & Accounts Receivable 36

Multiple Adjustments If you would like to do more adjustments you click on wizard and complete the process. Each different wizard process will show up on this screen as different groups. To edit the adjustments, go into the Adjustments screen. Apex Invoicing & Accounts Receivable 37

Multiple Adjustments A screen will display if there are multiple adjustment groups. Choose which group of adjustments to edit. Or choose Create new group for ‘JWS APEX USER’ and the “regular” adjustments screen will be available to enter “regular” adjustments. Apex Invoicing & Accounts Receivable 38

Multiple Adjustments If a specific group is chosen, the Adjustments screen will be filtered by that group and the adjustments in that group will be available for editing. Apex Invoicing & Accounts Receivable 39

Adjustment Edit Report • The Adjustment Edit Report can be run to display those adjustments entered, but not yet posted, in the system. Apex Invoicing & Accounts Receivable

Post Adjustments • As with all tickets, invoices and payments, adjustments must be posted to be considered “applied” in the system. This is the Post Adjustments screen if there are not multiple adjustments to post. This is the Post Adjustments screen if there are multiple adjustments to post. Select which group to post. Apex Invoicing & Accounts Receivable

Post Adjustments • As with all tickets, invoices and payments, posting adjustments will produce posting journals to illustrate what accounts have been posted to. • A completion screen will be displayed when successfully completed. Apex Invoicing & Accounts Receivable

Post Adjustments • You can turn off all posting journals via System Configuration. • Or you can turn off specific journals in the Post Adjustments program. Under File>>Select Journals. Apex Invoicing & Accounts Receivable

Apply Open Items • Apply Open Items can be used to match currently unapplied credit and debits to another. • Select the customer and click the Wizard icon. Apex Invoicing & Accounts Receivable

Apply Open Items • Select which open items are to be matched with which other open items, then click Next. Apex Invoicing & Accounts Receivable

Apply Open Items • Verify the current selections are as desired and click Next. Apex Invoicing & Accounts Receivable

Apply Open Items • Choose a date for these transactions and type a description, if desired. Keep default G/L Accounts or update as necessary then click Next. Apex Invoicing & Accounts Receivable

Apply Open Items • Click Finish to complete the Apply Open Items Wizard. Apex Invoicing & Accounts Receivable

Apply Open Items • As with all tickets, invoices and payments, applying open items will produce posting journals to illustrate what accounts have been posted to. • A completion screen will be displayed when successfully completed. Apex Invoicing & Accounts Receivable

Apply Open Items • You can turn off all posting journals via System Configuration. • Or you can turn off specific journals in the Apply Open Items program. Under File>>Select Journals. Apex Invoicing & Accounts Receivable

Apex Invoicing & Accounts Receivable