Accounts Receivable Control Settings

System Administration > System Settings > Accounting System Settings > Accounts Receivables System Settings > Accounts Receivables Control Settings

Specify the method by which to age credits. You have the following options:

Trans Date - age all credits based on transaction date.
Oldest Invoice - age all credits against the oldest open items.

Select the method by which to sort Accounts Receivable reports. You have the following options:

Customer Code
Customer Name

Use this field to indicate the automatic refresh rate of the Credit Hold Queue display. Enter the rate in seconds, from 30-3600. If you leave this field blank, no automatic refresh is performed and you must refresh the screen manually. The default setting for this field is 600 seconds (10 minutes).

Use this field to enter the maximum cash amount that can be refunded per customer per day. This setting applies to Maintain Customer Deposits, Enter a Return, Enter an Exchange, Enter a Customer Payment/Refund/Gift Certificate, and Adjust Dollars on a Completed Order. The following entries are accepted:

1 to 9999.99 = the maximum cash refund amount
0 = cash refunds are not allowed
Blank = no maximum cash refund restriction for this store

The Override Daily Maximum Cash Refund Per Customer setting in Create a User/Group Actions - Receivables Security determines if the user/user group is permitted to exceed the maximum cash refund amount.

STORIS issues a warning message whenever you enter a social security number that already exists in the system. To allow users to enter a social security number that is already on file for another customer, check the box at this field. To require security clearance for this situation, leave the box blank. If you leave the box blank, users with security access via the Override Duplicate Social Security Number Restriction field in the Receivables Extended Security settings can override this restriction.

The security aspect of this feature applies only to customers and not to credit application co-applicants.

If you leave this field blank and a user enters a duplicate social security number for a customer, the program writes a comment to the Customer Comments file for all customers involved.

If you check the box at this field, the Customer Legal Settings - Read Only screen appears as a pop-up screen in the following routines for customers for which one or more Customer Legal Settings have been specified:

This setting determines whether or not payments that exceed the charged off balance are accepted without reinstating the customer account. The default for this setting is unchecked, indicating that charge-off overpayments are not allowed. Check the box to accept payments exceeding the charged off balance.

This field determines the optimized number of cycle phantoms that can be launched during end-of-day AR cycling. Valid entry is numeric, from 1-4. The maximum number of cycle phantoms you can enter in this field is 4. These phantom processes simultaneously perform cycling updates. Contact your STORIS representative for further detail.

Use this field to specify when to run the Automatic Charge-Off process. You have the following options:

N- None Selected
D - End of Day
M- End of Month
C- Cycle (run at customer cycle processing time)
O - One Time (run during the next End of Day only)

The Automatic Charge-Off process charges off customers with a customer alert code designated as "Automatic Charge-Off". Note that Manual charge-off processing is available from the Maintain Customer Balances Routine (Bad Debt tab).

To enable the option to calculate and post sales tax adjustments when you manually charge off open item and revolving balances via the Bad Debt tab of Maintain Customer Balances, check this box. Otherwise, leave the box blank.

If you check the box at this field, you also need to establish the following settings:

Sales Tax Adjustments for Charge-offs on the Accounts Receivable tab of General Ledger Assigned Account Settings
Create Adjustments for Charge-offs on the General tab of Sales Tax Settings

The auto adjust feature does not apply to Installment and Revolving Receivables balances.

STORIS can automatically write-off open Accounts Receivable transactions during the Generate Daily Reports (End-of-Day) process. Use this field to specify the maximum open account balance the system writes off (by posting offsetting amounts) for customers. You might use this feature to write off small underpayments or overpayments (often pennies) that are the result of sales tax rounding during the completion of line items. For example, if you enter 1.00 (one dollar), the system writes off all open A/R account balances (debit or credit) of 1.00 or less. The field accepts numeric entries, including two decimal places, and a maximum entry of 99.99.

The Generate Daily Reports (End-of-Day) process selects all customers with an accumulated balance (debit or credit) equal to or less than the amount specified at this field. The system posts an offsetting amount to each of the customer's open accounts receivable transactions, bringing the balance of each of their open items, and ultimately their overall open item balance, to zero.

The system posts the adjustment amounts to the General Ledger via a posting to the Accounts Receivable account and the offsetting posting to the A/R Adjustments account.
If you don't want the system to automatically write off open A/R amounts, enter 0.00 into the field.

If you check the box, the system logs changes to customer records. To view the log, access the Customer Activity Log. For example, the system logs the following for all customers:

changes to the Customer Settings
order activity such as purchases and exchanges
shopping cart activity
billing updates

(Locked Field - STORIS access only!) This settings works with the following processes:

	This setting is checked	This setting is not checked
Enter a Customer Payment	The option to print an extended receipt when a payment is posted is available.	This option to print a receipt is not available.
Enter a Customer Payment/Refund/Gift Certificate	An extended receipt is produced.	The standard receipt is produced. Note that this setting affects the type of form that is generated if signature Capture and document archive are enabled. See the note in the Order Deposits tab and the Process Receivables tab of Enter a Customer/Payment/Refund/Gift Certificate for more information.
Maintain Customer Deposits	The Cash Application Receipt is produced if Maintain Customer Deposits Refund Receipts in Point of Sale Control Settings is set to "Forms Designer."	The Payment Receipt is produced if Maintain Customer Deposits Refund Receipts in Point of Sale Control Settings is set to "Forms Designer."

If you check the box at this field, payments received through the Import Customer Payments process are included in the cash balancing process. If this box is not checked, payments are not included in the cash balancing process.

If you check the box at this field, all sub-documents post to accounts receivable with a reference number equal to the sub-document key. This ensures that each multi ship-to completion has a unique open item reference with a unique due date. The master document is linked to each of the sub-documents.

If this box is not checked, the master document is used as the reference number and the sub-documents have the same due date as the master document.

Use this setting to limit the number of days users can backdate an NSF and/or misapplied transaction in the Apply NSF and Correct Misapplied Payments process. Enter a numeric value of up to 2 characters to restrict backdating to this many days prior to the current date. The default for this field is blank, indicating that there is no backdate restriction, other than requiring that the transaction date must be in an open sales period.

Close Payment Dates - If you click on this option, the Multiple Selection Lookup Window appears containing a list of payment dates from all open pay periods. To prohibit payments for selected dates, click on the box next to the dates. The system prevents all users from posting payments for the selected dates.

When blocking customer payments, the system checks the current date for sales orders and the entered date for customer payments, refunds, deposits, gift certificates, and cash applications. If a user attempts to post money to an order for a closed date, an error message appears. To continue, the user must enter an open date or manually open the closed date.

This option affects only customer payments and refunds (including immediate refunds). To close days for financing payments, use the Financing Control Settings.

To require users to swipe gift cards during the card activation process and to disallow manual entry of gift certificate numbers, check the box. If you check this box, you clear and inactivate the Next Certificate Number field. If you leave this box blank, users can either swipe or manually enter gift card numbers during the card activation process.

You can override this field for an individual user via the Type in new gift card numbers if card swiping is required field in the Extended Security settings.

If you check the box at the Card Swipe Required field, you must enter a response into one or more of the Card Number Prefix fields.

Use this field to specify the Gift Certificate Payment Settings code that defaults in the Gift Certificate Type field when adding funds to a gift registry's linked certificate via Enter a Customer Payment/Refund/Gift Certificate.

If you are using the Gift Registry feature, this field must contain a valid payment code in order to access the Create/Update a Customer Gift Registry routine. You can click the search button to access a list of Gift Certificate Payment Settings codes, from which you can choose a code.

Enter a prefix that your system uses for gift card/certificate numbers. Every card with swiping capabilities has a prefix number that identifies the card for what it is, for example a Diner's Club card. The number you enter here distinguishes your gift card numbers from credit card numbers.

You can enter up to 16 alphanumeric characters. Note that the prefix is not sequential. The prefix remains the same for each gift card - only the suffix increases sequentially to provide a unique number for each card.

To avoid conflicts with existing credit card number formats, this field rejects certain prefixes. For example, because all Visa card numbers begin with "4", this field rejects that number. Contact STORIS before you buy gift cards to ensure the card numbering sequence is compatible.