AR Initial Invoice Capture

Exploring

This program is designed for a new SYSPRO implementation, where you require historical information to be transferred from either a manual Accounts Receivable system, or your previous computerized system.

  • This program is accessed from the Program List of the SYSPRO menu:

    Program List > Accounts Receivable > Setup

Topics

Dunning System

Processing programs

AR Dunning System

Report programs

AR List of Dunning Groups

General topics

SYSPRO Terminology

PDF and Video Resources

Feature Guides

Starting

  • We don't recommend you use this program after completing the initial take-on. The reason for this is that capturing or deleting invoices using this program automatically updates the Balance forward value in the Accounts Receivable control record AR Company Control Balances.

  • We don't recommended you link Accounts Receivable to the General Ledger until you have completed the invoice take-on.

    The reason for this is that none of the entries made using the AR Initial Invoice Capture program is posted to the Sales Analysis or General Ledger modules. The entries are written to the ArTrnSummary table with a source code of T. They do not affect sales, tax or commission values. The customer's account balance is, however, updated.

    This means that if Accounts Receivable is linked to General Ledger Setup Options > General Ledger Integration > General Ledger Codes at the time invoices are captured, then the Accounts Receivable control total will not balance to the General Ledger control account for Accounts Receivable.

    Once take-on is complete, you should process a general ledger journal for the control total to the accounts receivable control account and then link Accounts Receivable to the General Ledger when you are ready to process transactions to the Accounts Receivable module (i.e. when you go live).

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

  • None of the entries made using this program is posted to the Sales Analysis or General Ledger modules.

  • You can't capture invoices for a sub-account customer whose invoices and balances are attached to the master account customer (Master Sub-accounts).

This must be enabled to allow the processing of foreign currency transactions against customers.

  • Register numbers assigned during posting are recorded in the ArRegisterRef table.

    When the register number is allocated, a new entry is added to this table with a status of 0 - Open.

    Once all transactions are posted, a second transaction is committed - the register entry is updated with the closed date and time, and the status is changed to C - Closed.

    If a problem occurs during the second transaction (e.g. a power failure) then the audit record status remains 0 - Open .

  • The Discount amount refers to settlement discount, an therefore has no effect on the total invoice value used to update the customer's balance.

    It is only applied when you use the AR Payments and Adjustments program to process the payment for the invoice and you accept the discount amount entered here.

Solving

Message Description

This program is intended for use as part of a new SYSPRO implementation only. Subsequent use of the program may result in an imbalance between the Accounts Receivable and the General Ledger.

This warning message is displayed when you access the program informing you that the integrity of your data could be compromised if you continue.

No foreign currency sales required. Please check your setup options.

You entered a foreign currency customer, but have not enabled the Foreign currency sales required setup option.

Using

 

Referencing

Field Description

Customer

Enter the code of the customer for whom you want to capture invoices.

Post Invoices

Update the customer's current balance with the invoice details you entered as well as the Balance forward value in the Accounts Receivable control record (AR Company Control Balances).

Rate

This is displayed when you enter a foreign currency customer. It enables you to indicate the exchange rate at which to post invoices.

Yes

Capture invoices for the customer at a fixed exchange rate.

No

Post invoices at different exchange rates. This gives you access the Exchange rate field for each invoice.
Field Description

Posting information

 

Customer name

This indicates the customer for whom you are adding invoices.

Current balance

This indicates the selected customer's current account balance.

Number of invoices

This indicates the number of non-zero invoices, credit notes and debit notes which currently exist against the customer.

Currency

This displays the currency defined against the customer.

Currency exchange rate

This displays the current exchange rate (as defined in the currency table) for customers using foreign currencies.

If processing a foreign currency customer and dated exchange rates are setup as required, Multi Currency Conversion is called to retrieve the default exchange rate to show on the screen.
Field Description

Customer invoice

Enter the reference (e.g. the number) for the invoice or credit note you are adding.

You can enter an Invoice id (reference) prefixed by the characters FC to denote a finance charge invoice. These invoices are recognized as being finance charge invoices by the AR Finance Charge Calculation program.

When you enter an invoice that already exists, you are prompted to remove the existing invoice.

Customer branch

Indicate the Accounts Receivable branch against which the invoice must be posted.

This defaults to the branch defined against the customer, but can be changed.

If Accounts Receivable is integrated to General Ledger, then the branch determines the ledger accounts to which the transaction values are posted.

Date

Indicate the invoice date.

Amount

Enter the total invoice amount, including tax, in the currency defined against the customer.

When you enter a negative amount, the system creates the transaction as a credit note.

Discount amount

This discount amount refers to settlement (terms) discount only.

The system automatically calculates the settlement discount based on the invoice terms held against the customer. You can enter an additional settlement (terms) discount amount for this invoice.

Customer purchase order

Enter the customer's purchase order number (or order reference) for this invoice.

Exchange rate

Indicates the exchange rate at which the invoice amount must be converted to the local currency.

The local currency value is used to update the Balance forward value in the Accounts Receivable Control record in the AR Company Control Balances program.

This only applies if you entered a foreign currency customer at the Customer field.

You can only enter an exchange rate if you selected not to post all invoices at the same rate.

Total

The total displayed in the footer of the Amount column indicates the total value of all invoices added to the grid.

This is the amount posted to the customer's account when you select the Post Invoices function.