When you purchase and load Accounts Receivable, the Accounts Receivable screen in Preferences (File menu) becomes visible and active. This is where you define basic information and structure for the AR module.
Options Check Boxes
Show Inactive Customers Mark this box to include those customers in your reports.
Customer Search Grid
Show Inactive Customers in Grid Mark this box to mark the Display Inactive Customers check box on the Define Customers List tab, setting the default to include those customers in the Search grid.
Show Multiple Contacts in Grid Mark this box to mark the Display Multiple Contacts check box on the Define Customers List tab, setting the default to display any multiple contacts that exist for a customer in the Search grid.
Finance Charge Item
Customer Refund / Vendor (Optional)
Apply customer refunds to: This optional feature works in conjunction with the "Pay As" feature in the Accounts Payable module, allowing you to define a "generic" vendor record to use for refunds. The Refund function then uses the Pay Vendor As feature to enter the specific customers name and address to print on the check.
If you do not define a Customer Refund vendor, the Refund function will create a separate vendor record for each customer to whom you issue a refund.
If a "generic" vendor record has not been created, you can type the name in this field. When you press Tab, a prompt will ask if wish to Add this vendor. Select Yes, then complete and save the new record.
Post AR Transactions
Post AR Transactions directly to General Ledger this check box is normally marked. You may unmark it if you need to process AR invoices and/or payments to update customer records, but the activity has already been entered into General Ledger. When you unmark this check box, any invoices or payments that are posted will be copied into new batches in GL Individual Transactions. You can delete these batches so that General Ledger is not impacted again.
Apply overpayments to: To accommodate overpayments, you must define a Liability account for that purpose and then select it from this list. (Overpayment amounts are generally viewed as liabilities as it is money that cannot be spent and will either be refunded to the customer or applied to a future invoice.)
Tax Codes Define codes for sales taxes from different states.
AR Accounts Identify one or more AR accounts to store invoice entries until payments are received.
Groups This optional function lets you define categories that can be used in Customer records and invoices..
Billing Codes Identify the various products and/or services provided by your organization.
Sales Reps This optional function lets you enter any personnel for whom you want to track sales activity and/or calculate commission.
Customers Enter information on your customers.