AR PENCOM Training Manual

8/2/2019 AR PENCOM Training Manual

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NATIONAL PENSION COMMISSION (PENCOM)

USER TRAINING MANUAL ACCOUNTS RECEIVABLE

Soft Allianc And Resources Limited

Author: Ogwuche Oche Simon

Creation Date: April 16, 2012

Last Updated: April 16, 2012

Control Number: 1.0

Version: 1.0


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Document Control

Change Record

Date Author Version Change Reference

1.0 No previous document

Reviewers

Name Position

Distribution

Copy No. Name Location

1 Soft Alliance and Resources Project Library2 Project Manager3 4


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Abbreviation Meaning Example

(B) Click on button (B) Submit:

(T) Click on a tab(T) Main :

(M) Click on a menu (M) View > Requests:

(N) Navigate to a form (N) Transaction > Transactions:

( I ) Click on an icon(I)Save (On the Menu Bar)


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Open Receivables Periods

Overview

In this section, you will open the appropriate receivables periods.1. Navigate to the Open/Close Accounting Periods window

(N) Control > Accounting > Open/Close periods

2. Accounting Periods:

Search for the desired period to be opened ( e.g Jan-11)

-Status: Open/Future LOV

3. Make sure that the current period is open and at least the next two are futureenterable.

4. (I) Save

Create a Customer

OverviewThe Create Customer page displays differently, depending upon your customer typeselection (Organization or Person) on the Customer Search page.

In this section, you will create a customer (Organization). Note: Before creating a customer, use the Customer Search page to determine if the

customer already exists and minimize the possibility of creating a duplicate.

1. Navigate to the Customer Search page.

(N) Customers > Customers > Customer Search


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2. Search for the customer to be created ( e.g. Premium Pension Limited)

3. If the customer does not exist, click ( B) Create.

4. Enter the following data:N.B: Any field with * in front is a mandatory field and must be entered

Enter the similar Customer information to create the new Organization customer:Field Name Value

*Organization Name Premium Pension Limited

Alias ppl

Account Description Premium Pension Limited PFAProfile Class Select Associated profile class

Account Type External

Enter the following Account site information to create the new Organization customer:Field Name Value


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6. Click Apply on the Account Overview page (or on the Customer Overview page ifyou clicked ( B) Apply in Step 5) to save the customer and return to the Customersearch page.

7. Repeat these steps 1 through 5 to create other customers.

Create a Profile Class

OverviewIn this section you will create a customer profile class. Profile classes speed creation ofnew customers by collecting default values that apply to similar classifications of

customers (credit terms and invoicing requirements, for example).1. Navigate to the Customer Profile Classes window:

(N) Customers > Profile Classes


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Customer Profile Classes: Name = Type a suitable name Description = Type a suitable description

2. (T) Profile Class

3. Verify the following information in the Balance Forward Billing region. Enable = Unchecked

4. Specify the following information in the Terms region. Payment Terms = Immediate or 30 Net Override Terms = Checked Allow Discount = Unchecked

5. Specify the following information in the Collectors region Name = Default Collector

6. Specify the following information in the Statements and Dunning region Cycle = Monthly (25 th day of every month)

7. Specify the following information in the Receipts region Match Receipts By = Transaction Number

Auto Cash Rule Set = PENCOM_AUTOCASH_RULE_SET Remainder Rule Set = PENCOM_AUTOCASH_RULE_SET

8. Save your work. Do not update existing profiles.


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9. Close all windows and return to the Navigator

Add Account Details Using the Customers set of pages

OverviewIn this section you will add account details, such as new sites and related details,account profile, profile amounts, payment details, communication details, relationships,order management details, and late charges, to an existing account.

Navigate to the Account Overview page for an existing customer

(N) Customers > Customers > Customer Search > Account Details > Customers name.


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1. Add a new site to the customers account

(B) Create Site.

2. (B) Create Address

Update the following field to add a new account site to the customers account :Field Name Value

Address Line 1 e.g 200 Uselu Road

City Benin

State Edo


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4. Business Purpose - Bill To: Check Primary Address Button.

5. (B) Finish

6. (T) Profile, Update the profile related details for the selected customers account.

Use the following data to update the account profile:Field Name Value

Profile Class Select an existing profile LOV


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Payment Terms 30 Net

Create an Invoice

Overview

In this section you will create a receivables invoice.

1. Navigate to the Transactions window

(N) Transactions > Transactions Source: Asset Based Fees Class: Invoice Type: Select Transaction Type from LOV

2. (T) Main:

Bill To - LOV : Customers Name

(B) Lines Items


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3. (B) Distributions

GL Account: Type GL Account Combinations e.g. 01-000-040-0430-150050-000-000

Line Number Description Quantity Unit Price

1 Description of Invoice 10 4500


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4. (I) Save

Close all windows until you get to Transaction Window.

(B)Complete

5. Note Transaction Number: ____________________________________

Enter a Manual Invoice

OverviewIn this practice you will enter a manual invoice using various methods of enteringitems.

1. Navigate to the Transactions window:

(N) Transactions > Transactions Source = Asset Based Fees Class = Invoice Type = Asset Based Fees Ship-To Name = Customer s Name


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Note: When you tab out of the Ship To field, Bill To address select the customerfrom the LOV.

2. (T) More

4. (I) Save

Enter Line Items

5. (B) Line Items

7. (I) Save

8. Close the Lines window

9. (B) Complete10. Record your Transaction Number: ________________


Note: An invoice may only be completed if the period status is set to Open or Future.

Enter a manual receipt

OverviewIn this section you will enter a manual receipt.

1. Navigate to the Receipts window

(N) Receipts > Receipts Receipt Method: Appropriate Bank LOV Receipt Number: Type receipt No. Receipt Amount: Type Receipt Amount

Receipt Type: Standard


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2. (T) Main Customer Name: Customers name LOV.

3. (I) Save

4. Record your Receipt number: ________________

Enter a Manual Receipt Batch

Enter the Manual Receipt Batch Header

1. Navigate to the Receipts window:

(N) Receipts > Batches Batch Type = Manual-Regular Batch Source= Select Appropriate bank LOV .

Note:The control count equals the total No. of receipts to be created in the batch, while thecontrol amount should be equal to the totals of all receipts in that batch.

Control Count = Number of Invoices to be created ( e.g 2) Control Amount = 12200


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(B) Receipts

Enter the First Receipt in the Batch

2. (B) Open Receipt Number = Type Receipt No.

Receipt Type = Standard Receipt Amount = 2,200 Customer Name = Type Customers name.

3. (B) Apply Apply To = Select any invoice Amount Applied = 2,200


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4. (I) Save

Enter the Second Receipt

5. Close the Application window

6. (M) File > New Receipt Number = Type Receipt No.

Receipt Type = Standard Note: There are two types of receipts, Standard and Miscellaneous. Standard receipts areapplied to invoices and miscellaneous receipts are for deposits resulting from transactionsthat do not have invoices in the system (i.e. Interest income).

Receipt Amount = 10,000 Customer Name = Type customers name

7. (B) Apply Apply To = Select any invoice Amount Applied = 10,000


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8. (I) Save

9. Close windows until you are at the Receipt Batches window

Note: The Actual totals equal the Control totals, both receipts are applied, and the batchstatus is closed



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Enter a Miscellaneous Receipt

OverviewIn this section you will enter a miscellaneous receipt. Miscellaneous receipts arereceipts that are not associated with an invoice or other transaction.

Process the Misc. Receipt

1. Navigate to the Receipts window:

(N) Receipts > Receipts Receipt Method = Select type LOV. Receipt Number = Type Receipt No. Receipt Amount = 1,500 Receipt Type = Miscellaneous

Note: A caution message pops up. (B)Ok

2. Name

- Name: Type Customers name.

3. (T) Main: Purpose Activity = Revenue type LOV


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3. (I) Save

View Distribution Information

2. (B) Distributions

3. GL Account = Type GL account ( e.g. 01-000-040-0430-150057-000-000)


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4. (B) Ok

7. Close windows until you are back at the Navigator.

Reverse a Receipt

Overview

In this section you will reverse a receipt entered in a previous section.

1. Navigate to the Receipts Summary window:

(N) Receipts > Batches

2. (M) View > Find Batch Number = your batch number from the quickCash Receipt Batch LOV.

3. (B) Find

4. (B) Receipts

5. Click in the Receipt Number field for Receipt Number from receipt batch section.

6. (B) Reverse Category = Reverse payment LOV


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Reason = Reverse reason LOV

7. (B) Reverse

8. (B) Open

Note: the status is now reversed

9. (T) More

11. Note the reversal information for this receipt has been recorded


Reverse and Re-Apply a Receipt Find your receipt

1. Navigate to the Receipts Summary window: (N) Receipts > Receipts Summary

2. (M) View > Find


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Receipt Numbers = Type receipt No.

Reverse your receipt

3. (B) Reverse Category = Reverse Payment Reason = Wrong Customer

4. (B) Reverse

Reapply your receipt

5. (M) File > New

6. (B) Open

Receipt Method = Select bank name LOV Receipt Number = Type receipt number Receipt Amount = Type receipt amount Receipt Type = Standard Customer Name = Type customers name.

7. (B) Apply Apply To = Select the invoice to re-apply the invoice. Amount Applied = Type the amount to apply.

8. (I) Save9. Close all windows and return to the Navigator

Print Receipt Related Reports

OverviewIn this section you will print various receipt related reports.

Print the Receipt Register

1. Navigate to the Standard Request Submission window:

(N) Reports > Accounting


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2. (B) OK to submit a single request Name = Receipt Register Customer Name Low = Name of Customer at top of range(Optional) Customer Name High = Name of Customer at bottom of range (Optional)

3 (B) OK

4. (B) Submit


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Note: Do not submit another request

6. (M) View > Requests

7. (B) Find

(B) Refresh Data

8. When the request is complete, (B) view the output.


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(B)Tab Parameters:

Ledger = PENCOM 2 End date = Insert date in format DD-MM-YY Mode = Final Report = Change to Detail LOV ( for a detailed report ) Transfer to General Ledger = Yes Post in General Ledger = No ( So that GL can review before posting ) General Ledger Batch Name = Type a descriptive name.

Note: The name typed here is what the GL will see when then Invoices appear in theGL modules.

3. (B) Ok

4. (B) Submit

Note: Do not submit another request 5. (M) View > Requests

7. (B) Find


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(B) Refresh Data

8. When the request is complete, (B) view the output.


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