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AR at a Glance by Branch

You use this program to view month-to-date totals of your Accounts Receivable module for the current and previous two months by branch.

This enables you to view Accounts Receivable activity by branch and to determine whether the total for each Accounts Receivable branch balances with its corresponding control account in the General Ledger.

AR at a Glance by Branch

Field Description
Period to view Indicate the month for which you want to view the month-to-date information.
OptionDescription
CurrentDisplay information for the current month.
Previous month 1Display information for the previous month.
Previous month 2Display information for the month before last.
Graph to view Select the graph you want to view.
OptionDescription
BranchSelect this to view the graph of totals by branch. You can view the graph for a specific branch by using your mouse pointer to select the branch in the Detailed Month at a Glance listview.
Opening balanceSelect this to view the graph of the opening balance for the selected period.
SalesSelect this to view the graph of sales for the selected period.
IBT'sSelect this to view the graph of inter- branch transfers for the selected period.
TaxSelect this to view the graph of tax values for the selected period.
AdjustmentsSelect this to view the graph of adjustment values for the selected period.
Debit notesSelect this to view the graph of debit notes for the selected period.
Credit notesSelect this to view the graph of credit notes for the selected period.
PaymentsSelect this to view the graph of payments for the selected period.
DiscountsSelect this to view the graph of discounts for the selected period.
Balance correctionSelect this to view the graph of balance corrections for the selected period.
Closing balanceSelect this to view the graph of the closing balance for the selected period.

Detailed Month at a Glance

This displays the month-to-date totals for the month selected for the entire company and for each Accounts Receivable branch.

The TOTAL line (by default the first line) of this listview indicates the values for the entire Accounts Receivable module for the month you selected to view. Subsequent lines indicate the totals relating to the respective branches.

Column Description
Branch

This indicates the code and description of the branch for which the values are displayed.

The TOTAL line indicates the values for the entire Accounts Receivable module.

You can use the Smartlink to select one of the following options:

  • Customer Branch Quick View

  • Query (see Browse on AR Branches).

  • Multimedia - select this to view any multimedia objects that have been assigned to the branch (see Multimedia).
Opening balance

This indicates the opening balance for the Accounts Receivable module as at the beginning of the month you selected to view.

It should be equal to the closing balance of the previous month.

The value at the Balance forward field includes invoices captured using the AR Initial Invoice Capture program. It is updated automatically with invoices captured using this program.

The opening balance for a branch is calculated as the Closing balance less the sum of all the transactions for the period for the branch.

[Note]

The branch against the transaction is used to determine the values displayed for a branch. If, for example, you use one branch for invoicing and another for payments, then the branch values may appear inconsistent. However, the net effect of the values displayed will still be correct.

Sales

This indicates the total value to date of sales processed against customer accounts for the month you selected to view. This value is taken from the Sales Transaction Invoice Summary table (ArTrnSummary file).

This value excludes Balance take-ons, IBT sales (i.e. Inter Branch Transfers), debit notes, credit notes and tax.

IBT's (Inter-branch transfers)

This indicates the total value to date of Inter Branch Transfers processed using the Sales Order Entry program for the month you selected to view.

This value excludes tax.

Tax

This indicates the total value to date of tax processed against customer accounts for the month you selected to view.

This includes the tax portion on Sales, Adjustments, Debit notes and Credit notes.

Adjustments

This indicates the total value to date of:

  • normal adjustments processed using the AR Payments and Adjustments program for the month you selected to view (these are taken from the Cash Journal Payments and Adjustments table (ArCshJnlDtl file)
  • finance charges (from the ArSummary file)
  • exchange rate variances (from the ArSummary file)

This value excludes tax.

Debit notes

This indicates the total value to date of debit notes processed using the AR Invoice Posting and Sales Order Entry programs for the month you selected to view.

These debit notes are taken from the Sales Transaction Invoice Summary table (ArTrnSummary file).

This value excludes tax.

Credit notes

This indicates the total value to date of credit notes processed using the AR Invoice Posting and Sales Order Entry programs for the month you selected to view.

These credit notes are taken from the Sales Transaction Invoice Summary table (ArTrnSummary file).

This value excludes tax.

Payments

This indicates the total value to date of payments processed using the AR Payments and Adjustments program for the month you selected to view.

These payments are taken from the Cash Journal Payments and Adjustments table (ArCshJnlDtl file)

Counter sales deposit refunds, payments from counter sales and deposits applied as payments to customer accounts processed through the Counter Sales program are included. Cash taken in and Cash paid out and unapplied deposits taken are excluded.

Miscellaneous receipts processed using the AR Payments and Adjustments program are excluded.

See also Payment branch.

Discounts

This indicates the total value to date of settlement discounts processed against customer accounts for the month you selected to view.

These settlement discounts are taken from the Cash Journal Payments and Adjustments table (ArCshJnlPay).

Revaluation

This indicates the total value to date of revaluations processed using the AR Exchange Rate Revaluation program for the month you selected to view.

It includes revaluations on all outstanding invoices, debit and credit notes, including finance charge invoices. The revaluation program creates entries with a transaction type = V and with a reference of Reval.

Balance correction This is not displayed when viewing At a Glance information by branch.
Closing balance

The closing balance on the TOTAL line indicates the current Accounts Receivable balance to date for the entire Accounts Receivable module for the month you selected to view.

The closing balance is taken from the Customer Invoice table (ARInvoice file) and is the total of the current balance of all invoices, debit notes, credit notes and unapplied payments for the select branch and period.

You can view the details of this total by printing the AR Trial Balance or the Credit Management or the Summary Credit Management reports for all customers for the relevant month. If the Current A/R balance does not equal the total of any of these reports (for all customers), then you need to run the Balance function of the AR Period End program to enable the system to correct the discrepancy.

The balances to date for each branch for the month you selected to view are also displayed.

You can print the AR Trial Balance the Credit Management or the Summary Credit Management reports by Branch for all customers for each branch, to view the details of the branch totals displayed in this listview.

Posting Information

Field Description
Current AR period This displays the financial period and year in which your Accounts Receivable module is currently in.
Current GL period This displays the financial period and year in which your General Ledger module is currently in.
Next document number

The next document numbers to be used by the system are displayed in these fields.

The next document numbers defined for the company are displayed when Invoice numbering is by Company (Set Key Information). The same set of numbers is displayed irrespective of which branch is highlighted in the Detailed Month at a Glance pane.

The next document numbers defined against the currently highlighted branch are displayed in the Detailed month at a Glance pane when Invoice numbering is by Branch (Set Key Information).

Invoices This indicates the number the system will allocate to the next invoice you process.
Credit notes This indicates the number the system will allocate to the next credit note you process.
Debit notes This indicates the number the system will allocate to the next debit note you process.
Next cash journals  
Journal previous year This indicates the next journal number that will be allocated to payment transactions if you process them into the previous year.
Journal current year This indicates the next journal number to be allocated to payment transactions processed for the current year.
Next invoice register  
Previous year This indicates the next invoice register number that will be allocated to invoicing transactions if you process them into the previous year.
Current year This indicates the next invoice register number to be allocated to invoicing transactions processed for the current year.
GL control account

This displays the General Ledger codes and balances for each Accounts Receivable branch in the General Ledger.

The total for each branch should equal the total displayed in the Closing balance column of the respective branch(es) in the Detailed Month at a Glance listview.

If these totals do not agree, then:

  • Ensure that all General Ledger journals for Accounts Receivable transactions have been created (AR Invoice GL Integration and AR Payments GL Integration)
  • Ensure that all General Ledger journals for Accounts Receivable transactions have been posted (GL Journal Entry or GL Post Multiple Normal Journals)
  • Ensure that no journals were manually posted to the Accounts Receivable control account(s) in the General Ledger (e.g. using the GL Journal Entry program).
GL AR total

This indicates the total value for the Accounts Receivable module in the General Ledger. It is the total of all General Ledger control accounts for Accounts Receivable.

This total should equal the total displayed in the Closing balance column of the TOTAL line in the Detailed Month at a Glance listview.

If these totals do not agree, then:

  • Ensure that all General Ledger journals for Accounts Receivable transactions have been created (AR Invoice GL Integration and AR Payments GL Integration)
  • Ensure that all General Ledger journals for Accounts Receivable transactions have been posted (GL Journal Entry or GL Post Multiple Normal Journals)
  • Ensure that no journals were manually posted to the Accounts Receivable control account(s) in the General Ledger (e.g. using the GL Journal Entry program).

Graph

The graph you selected at the Graph to view option is displayed.

If you select the Branch graph, then you can view the graph of totals for a specific branch by using your mouse pointer to highlight the branch listed in the Detailed Month at a Glance listview.

Notes and warnings

Program access

  • This program can be accessed by selecting the Branch Information function from the AR Company Control Balances program.

Coding considerations

  • Month-to-date totals are calculated from the various transaction files/tables. Therefore, to be able to view information for the previous two periods, information must be retained for a minimum of three months (see Accounts Receivable Setup).

Payment branch

  • The AR Month at a Glance by Branch program uses the ArCshJnlDet table to accumulate the payments and adjustment amounts per branch. For each payment processed using the AR Payments and Adjustments program, only one record is posted to the ArCshJnlDet table (one payment can only be allocated to one branch). This is irrespective of whether the invoices paid were captured against different AR branches.
  • The branch against which the payment is displayed depends on whether the Allow overwrite branch option was used in the AR Payments and Adjustments program at the time of posting the payment.

    • If the Allow overwrite branch option was enabled and the branch was overwritten at the time of posting the payment then, in the ArCshJnlDet table, the full payment amount is allocated to the overwritten (entered) branch. This is irrespective of the branch against the customer, or the branch against the invoices paid with the payment.

    • If the Allow overwrite branch option was enabled, but the branch was not overwritten at the time of posting the payment then, in the ArCshJnlDet table, the full payment amount is allocated to the customer's branch.

    • If the Allow overwrite branch option was not enabled then, in the ArCshJnlDet table, the full payment amount is allocated to the customer's branch.

  • The GL Journal created for the payment transaction will reflect the actual branches to which the payment was allocated, providing the branch was not overwritten at the time of posting the payment.

    If the branch was overwritten at the time of posting the payment, then only one record will have been created in the GL journal for the branch specified (i.e. it will no longer be broken down into the branches as per invoices captured).

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.