The A/R control file contains the information and system parameters that define how the routines in the A/R should function. The information must be entered at the time of installation. You can print the contents in the table from the Table printout program selection list program.
- No of stored periods
- Enter the number of periods the A/R transactions are to be stored in the system. A minimum of 3 periods is recommended. Settled transactions that have become too old are deleted when the period roll-over is performed in the backup routine.
- VAT catalogue
- This field is only displayed if your company uses VAT entry on invoice level, which is defined in the G/L control file. Enter the VAT catalogue from the VAT catalogue table where the VAT codes you shall use for A/R documents are listed. VAT codes are defined in the VAT handling code table. The VAT codes are then defaulted in the manual A/R transaction entry routine.
- Interest handling
- You can choose between three different ways of handling interest on overdue invoices.
Code Description 1 Interest invoices can be issued only after the invoice has been paid, (e.g., fully settled) and after the grace period of each debtor. 2 Interest invoices can be issued, after the grace period, for any overdue invoice that is eligible for interest invoicing and not fully settled. The invoiced amount will be the accrued interest from due date up to the selected calculation date. The next time you issue interest invoices, interest is calculated from the last updated calculation date up to current calculation date, and so on. Interest is not charged for the time period from last updated calculation date up to the date of payment which fully settles the invoice. Note: In this way both interest amounts, e.g., interest based on remaining amount and settled amount, will be calculated unless they are switched off at the Document type level in the Interest/Open item and Interest payment fields.
3 Interest invoices are issued as in method 2 above, with the difference that interest is charged also for fully settled invoices and the last time period up to the date of payment that fully settles an invoice.
- Interest calculation
- You can choose between four different ways of calculating the interest on overdue invoices.
Code Description 1 Interest is calculated per started day 2 Interest is calculated per started week 3 Interest is calculated per started month 4 One time charge, regardless of the number of days overdue The actual interest rate percentage is entered in the Country table, and must be defined as the yearly, weekly, monthly or fixed rate, according to the interest calculation method you select here.
- Interest stop code
- Enter the default stop code for interest note issuing. This code will be defaulted for interest note transactions.
- TOP interest notes
- Enter the code for the payment terms to be applicable for all interest invoices you issue, regardless of debtor. If you leave this field blank, the normal terms of payment for the debtor are used instead.
- Turnover net amount
- Set this field to YES if you want the system to use the turnover net amount for statistical calculations. Set this field to NO if you want to use the gross amount in the calculations. This way, if you should compare the turnover for different companies, you do not risk comparing a gross amount with a net amount.
- Capital int rate cde
- Enter a valid percentage code from the Percentage table for the capital interest rate. This rate is the cost your company estimates as its costs for outstanding receivables (credits). The percentage code entered here is used to calculate the cost for average accounts receivable in the Profitability Analysis in IBS Analyser.
- Portfolio handling
- Set this field to YES if your company handles invoice claims through drafts and bills of exchange. Otherwise set it to NO, to stop certain panels and fields from being displayed. You can always change NO to YES to allow portfolio handling.
- Stat of acct X-ref
- Set this field to YES if all related settlements should be listed for each document on the statement of account. Otherwise set it to NO.
- EU stat at entry
- This field is only displayed if the EU reporting function is activated. Set this field to YES if EU statistics should be registered at transaction entry. If you set this field to NO, they can still be registered during transaction maintenance.
- Auto posting reason
- Enter the reason code for A/R automatic posting of cash book entries.
A/R control file maintenance (GDMD0712)
On this panel you enter different default values for the handling of A/R transactions.
- Currency defaults
- Enter the default values for exchange rates that you want the system to suggest in the manual A/R transaction entry routines. Default values must be entered if the batch transfer routine for A/R transactions from pre-systems is used, and both transaction and system currency amounts do not exist for the transactions during transfer.
- Period invoices
- Enter the time value for invoices, i.e. if the default exchange rate should be the daily, weekly, monthly or yearly rate defined in the Exchange rate table. The codes for DAY, WEEK, MONTH and YEAR are defined in the Language table.
- Level invoices
- Enter the level for invoices, i.e. if the default exchange rate should be the high, medium or low rate defined in the Exchange rate table. The codes for HIGH, MEDIUM and LOW are defined in the Language table.
- Period payments
- Enter the time value for payments, i.e. if the default exchange rate should be the daily, weekly, monthly or yearly rate defined in the Exchange rate table. The codes for DAY, WEEK, MONTH and YEAR are defined in the Language table.
- Level payments
- Enter the level for payments, i.e. if the default exchange rate should be the high, medium or low rate defined in the Exchange rate table. The codes for HIGH, MEDIUM and LOW are defined in the Language table.
- User defined texts
- You can create ten user defined fields for the A/R additional data panel in the Business partner file. The text you enter will become field names for which you can enter different customer data. The first five field names are for numerical fields with 15 positions. The last five are for 15 positions long alphanumerical fields.
- Document footing
- You can enter text which will be printed at the bottom of the external documents to the debtors, such as statements of account, reminders and interest invoices.