Store Settings Tab

The AR CONTROL SETUP screen is used to set up controls that affect all accounts with Account Receivables payment terms and for multi-stores, must be setup per store. The screen provides three separate tabs for setup:

 

 

Menu Path: Controls, Store, AR and Close Options, AR CONTROL SETUP screen, 'STORE SETTINGS' tab

 

Store Settings Tab

SHOW UNAPPLIED

For Open Item accounts only. Determines whether or not the aging period balances are reduced by credits not yet applied to debits.


The account 'BALANCE' is always reduced by the amount of the unapplied credits and payments regardless of the setting.

 

  • Checked - The aging period balances are not reduced by the value of any credits, including deferred core credits that were created in the period, but not yet applied to debits. The total amount of unapplied credits displays in the 'UNAPPLIED CREDITS' field and unapplied payments display in the 'UNAPPLIED PAYMENTS' field on the MAIN ACCOUNT ENTRY, POST ENTRIES, APPLY PENDING, and VIEW ENTRIES screens. The setup also controls the default value of the 'SHOW UNAPPLIED' 'Report Criteria' setting on the AR TRANSACTIONS and AGING REPORT screens
  • Unchecked - The aging period balances are reduced by the value of any unapplied credits/unapplied payments that were created in the period. The 'UNAPPLIED CREDITS' and 'UNAPPLIED PAYMENTS' fields display the totals for information only.

 

SHOW PENDING OI CREDITS ON POSTING SCREEN

For Open Item accounts only. Determines whether or not unapplied credits and/or unapplied payments can be applied to debits on the POST ENTRIES screen as well as the APPLY PENDING screens, or just from the APPLY PENDING screen. 

 

  • Checked - Allows unapplied credits and payments to be applied to open items from the POST ENTRIES screen as well as from the APPLY PENDING screen. 

 

From the POST ENTRIES screen.

 

  • All applicable debit and credit transactions can be selected in the grid by checking or unchecking the small check box to the left of the first column header whether just posted, or previously posted or added by the system. 
  • The 'POST' button is available to add new debit and/or credit transactions and the 'APPLY' button is available to apply new as well as existing pending credits to existing debits.
  • The 'AUTO SELECT' functionality is available to automatically select open items when posting credits.

 

From the APPLY PENDING screen, all unapplied credits can be selected and applied to all open items.

 

  • Unchecked - Allows unapplied credits and payments to be applied from the APPLY PENDING screen only.

 

  • Unapplied credits and unapplied payments are not available from the POST ENTRIES screen.
  • New PC and CM transactions can be posted on the POST ENTRIES screen and clicking the 'AUTO APPLIED' button applies the posted credit to applicable existing open items at the time of the posting.
  • If the 'POST' button is clicked after entering a PC or CM transaction without clicking the 'AUTO APPLY' button, the credits are added to the APPLY PENDING screen as unapplied credits.
  • The 'APPLY' button is not available on the POST ENTRIES screen.
  • Unapplied credits can be applied to unpaid debits on the APPLY PENDING screen only.

 

Refer to Applying Posted - Open Item Help for additional information.

 

INCLUDE CURRENT IC/CM IN POSTING AUTO SELECT    
For Open Item accounts only. Determines whether or not IC and CM transactions are included in the 'AUTO SELECT' functionality.

 

Note: The 'SHOW PENDING OI CREDITS ON POSTING SCREEN' setting must be checked.

 

  • Checked - Depending on the value selected in the 'AUTO SELECT' field:

    • 'ALL' - All unapplied payments and credits are selected by the 'AUTO SELECT' process. 

    • 'UNAPPLIED CREDITS' - All IC and CM unapplied credits are selected. 

    • 'UNAPPLIED PAYMENTS' - All PCs and DCs are selected.

 

  • Unchecked - Depending on the value selected in the AUTO SELECT field:

    • 'ALL' - All PCs and DCs credits in all periods and ICs and CMs in periods other than the current period are selected. ICs and CMs in the current period are not selected. 

    • 'UNAPPLIED CREDITS' - ICs and CMs in periods other than the current period are selected. ICs and CMs in the current period are not selected.

    • 'UNAPPLIED PAYMENTS' - All PCs and DCs are selected.

 

POST ENTRIES PRINT ROA DEFAULT

Determines the value of the 'PRINT ROA' flag on the POST ENTRIES screen. Furthermore, determines the value of the 'PRINT ROA' flag for payments posted from the 'PAYMENTS RECEIVED ON ACCOUNT (ROA)' window on the POST ENTRIES screen.

 

  • Checked - The 'PRINT ROA' flag defaults to checked and can be unchecked at the time the payment is posted.
  • Unchecked - The 'PRINT ROA' flag defaults to unchecked.

 

ALLOW OVER-APPLY POSTING

For Open Item accounts only. Determines whether or not "over-apply" functionality is allowed when applying credits and debits on the POST ENTRIES/APPLY PENDING screens.

 

  • Checked - Allows selection of any number of debits and credits by checking all applicable transactions and then adjusting the credit/open item amount as needed in order to get the 'CREDIT BALANCE' field down to 0.00 or less. 
  • Unchecked - Debits can only be selected until the amount of selected credits is exhausted when applying credits to open items.

 

Refer to the 'ALLOW OVER-APPLY PENDING' Help for additional information.

 

AUTO-CALC DISCOUNT ON POSTING SCREEN

Determines whether or not the system automatically calculates prompt payment discounts (DCs) when posting payments manually from the 'PAYMENT' drop-down on the POST ENTRIES screen.


Note: 'PROMPT PAYMENT STATEMENT TERMS' must be set up for automatic discount calculation. 

 

  • 'NONE' - Payment discounts are not automatically calculated when posting payments.
  • 'VIEW ONLY' - Payment discounts are automatically calculated and displayed, however, the discount amount or percent cannot be manually edited.
  • 'ALLOW EDIT' - Payment discounts are automatically calculated and the 'DISCOUNT $ OR %' fields can be manually edited to any value less than or greater than the auto-calculated discount, or to zero it out.
  • 'ALLOW DECREASE' - Payment discounts are automatically calculated and the 'DISCOUNT $ OR %' fields can be edited to any value less than the auto-calculated value or zeroed out, however, they cannot be edited to an amount greater than the allowed discount auto calculated at the point in time when the payment is being made.
    For example: The last statement discount is $1.17, however, new charges added brings the current auto-calculated discount to $2.00. The value can be edited to less than $2.00 but cannot be edited above the point-in-time auto-calculated discount of $2.00 that is presently eligible.

 

Note: The 'EDIT ROA DISCOUNT' Manager Override Security Setup can be used to determine whether or not a discount can be edited at the time of calculation.

 

AUTO-CALC DISCOUNT ON ROA WINDOW    
Determines whether or not the system automatically calculates prompt payment discounts (DCs) when posting payments from the ROA window on the INVOICE/POST ENTRIES screens.


Note: 'PROMPT PAYMENT STATEMENT TERMS' must be set up for automatic discount calculation.

 

  • 'NONE' - Payment discounts are not automatically calculated when posting payments.
  • 'VIEW ONLY' - Payment discounts are automatically calculated and displayed, however, the discount amount or percent cannot be manually edited.
  • 'ALLOW EDIT' - Payment discounts are automatically calculated and the 'DISCOUNT $ OR %' fields can be manually edited to any value less than or greater than the auto-calculated discount, or manually edited to zero it out.
  • 'ALLOW DECREASE' - Payment discounts are automatically calculated and the 'DISCOUNT $ OR %' fields can be edited to any value less than the auto-calculated value or zeroed out, however, they cannot be edited to an amount greater than the allowed discount auto-calculated at the point in time when the payment is being made.
    For example: The last statement discount is $1.17, however, the new charges added bring the current auto-calculated discount to $2.00. The value can be edited to less than $2.00 but cannot be edited above the point-in-time auto-calculated discount of $2.00 that is presently eligible.

 

Note: The 'EDIT ROA DISCOUNT' Manager Override Security Setup can be used to determine whether or not a discount can be edited at the time of calculation.

 

AUTO-CALC eOFFICE DISCOUNT
This field is available when any of the subscription-based Autologue eProducts is enabled. Determines whether or not prompt payment discounts (DCs) are automatically calculated on payments received from ePaperlessOffice (eOffice).

 

Note: 'PROMPT PAYMENT STATEMENT TERMS' must be set up for automatic discount calculation.

 

  • Checked - If the 'PAY TYPE' of the account is: 

    • 'OI-STANDARD' or 'OI-STATEMENT PAY', and the customer pays in eOffice by 'Amount', the system auto-calculates the discount (DC) and applies the payment (PC) to open items from oldest to newest. If the customer pays by 'Invoice' selection, the system auto-calculates the discount (DC) and auto-applies the payment (PC) to the selected invoices (IDs). Either way, the system auto-applies the discount (DC) as unapplied.

    • Regardless of whether the customer pays by an 'Amount' or by 'Invoice' in eOffice, if the 'PAY TYPE' of the account is 'BALANCE FORWARD', the system auto-calculates the discount (DC)  and auto-applies both the payment (PC)  and discount (DC) to the applicable balance following existing balance forward functionality.

  • Unchecked (default) - Discounts are not auto-calculated on payments made in eOffice.

 

INCLUDE UNDO IN FINANCIAL SUMMARY

Determines whether or not to report 'UNDO' invoices with other transactions in the Invoice Journal Summary Report.

 

  • Checked - 'UNDO' invoices are reported in the 'LINE ANALYSIS' section of the summary report.

  • Unchecked - 'UNDO' invoices are not reported in the summary. The 'LINE ANALYSIS' section reports '0.00' for 'UNDO' invoices.

INCLUDE UNDO IN FINANCIAL DETAIL

Displays invoices undone at POS using the 'UNDO' feature with the other transactions in the Invoice Journal Detail Report when checked.

 

USE ACCOUNT CODES

Account Codes are primarily used by stores to make the conversion to PartsWatch easier, as legacy systems used alphanumeric numbers to track customers, and PartsWatch Account Numbers are numeric values only. Even though Account Numbers are always tracked for all customers, for convenience, Account Codes can be used in place of Account Numbers.

 

  • Checked - Account Codes are primarily used instead of Account Numbers. 

    • Even though Account Numbers are always tracked and can still be used to find customers at Point-of-Sale, if an Account Code exists, it will print on the invoice instead of the Account Number. 

    • Depending on the report, Account Codes are also used for report output in place of, or with, Account Numbers.

    • Account Codes are sent with invoices to ePaperlessOffice (eOffice).

  • Unchecked - Account Numbers are used instead of Account Codes. 

    • Account Codes can be used for customer lookup at Point-of-Sale as well as Account Numbers. 

    • Account Numbers print on the invoices.

    • Account Numbers are used for report output.

    • Account Numbers are sent with invoices to ePaperlessOffice (eOffice).

Account Numbers vs Account Codes

 
PartsWatch tracks each account with a unique Account Number which can be up to 10 numbers only. If the store is used to Account Numbers with alphanumeric characters from a legacy system, during the initial transfer, the first 8 characters from the legacy account numbers can be added as the Account Code since the field accepts up to 8 alphanumeric and special characters. 

Account Numbers are unique per customer, however, the same Account Code can be used by any number of accounts. Both Account Numbers and Account Codes are used to track the accounts at Point-of-Sale and on most relevant reports, so even if using the Account Number, the Account Code can still be used to classify accounts.

 

EOD OVER/SHORT

Determines whether or not an end-of-day close on the DAY / CASH CLOSE screen can be completed if the cash does not balance. The system uses the 'SUBTOTAL' and the user-entered 'TOTAL DRAWERS' and displays any discrepancy in the 'OVER / SHORT' field. The 'TOTAL DRAWERS' must equal the 'CLOSE TOTAL' to balance.

 

 

  • 'FORCE OVER/SHORT' - If the cash entered does not equal the cash tracked by the system so that an 'OVER / SHORT' displays, when the 'CLOSE/PRINT EOD' button is clicked, a prompt opens stating that an adjustment should be made before closing. Unless the 'TOTAL DRAWERs' equals the 'SUBTOTAL', the close cannot continue.

 

 

  • 'DO NOT FORCE OVER/SHORT' - If the cash entered does not equal the cash tracked by the system so that an 'OVER / SHORT' displays, when the 'CLOSE/PRINT EOD' button is clicked, a prompt opens stating that an adjustment should be made before closing' however, the close can continue.
  • 'DO NOT PROMPT' - Whether the close balances or not, the close is allowed without opening an out-of-balance prompt.

 

RESET EOD UNCHECKED TRANSACTIONS    
If the 'DENY INV/ROA/ADJ ON DAY / CASH CLOSE' User Security permission is enabled so that transactions can be included/not included in an end-of-day close, determines whether or not unchecked 'Deposit', 'Invoice', 'Paid In', 'Paid Out', 'Adjustment' and/or 'ROA' transaction checkboxes are reset to checked when the DAY / CASH CLOSE screen opens. 

 

  • Checked - Any unchecked transactions are automatically rechecked each time the DAY / CASH CLOSE screen opens. If Automatic EOD Close functionality is enabled, all checked transactions are included in the close and all unchecked transactions are excluded. The EOD process does not recheck unchecked transactions. The unchecked transactions remain unchecked until the DAY / CASH CLOSE screen is again reopened.    
  • Unchecked - Any unchecked transactions remain unchecked and are not included in an end-of-day close, whether run manually or automatically until manually rechecked. Opening the DAY / CASH CLOSE screen does not automatically uncheck any checked transactions.

 

Account Ranges by Store

Customers can be grouped by 'ACCOUNT TYPE' to report like-accounts together, however, Account Number ranges can also be used to group like-accounts together. Optionally enter a range of account numbers by 'ACCOUNT TYPE'.

 

For multi-store, to keep the account numbers store-specific to easily identify customers from other stores as well as to group like-accounts for reporting enter the ranges per store. For example, 'COMMERCIAL' account may be set up for 3 stores as: 


Store 1: 100,000 to 199,999 / Store 2: 200,000 to 299,999 / Store 3: 300,000 to 399,999


Using this example, accounts 1 through 99,999 and upwards of 400,000 are still available for all the other types of 'RETAIL MAIN', 'TRANSFER', 'STORE USE', 'EMPLOYEE', and 'PARTNERSHIP'.


When a new account is added, Account Numbers are assigned as follows:

 

  • If a unique account number is entered in the 'ADD A NEW ACCOUNT' window when the account is being added, that number is assigned to the account.
  • If a number is not entered, the system checks the 'Account Ranges by Store' setup for the 'ACCOUNT TYPE' of the account being added and assigns the next available number.
  • If the 'Account Ranges by Store' is blank, the system assigns the next available account number regardless of the 'ACCOUNT TYPE'. 


Note: Account numbers cannot be changed once assigned to customers

 

RECURRING CHARGE SETUP Button

If user security permissions allow, this button displays the RECURRING CHARGE SETUP screen used to add, edit, and delete Recurring Charges that are available to all accounts and for multi-store environments, across all stores.