Certain set-up and configuration activities must be completed before the full functionality of Accounts Receivable is available. Some setup is done using system-wide parameters; other setup activities take place within Accounts Receivable itself. The result of the setup activities is to configure data that sets up controls and inferences, as well as to define how certain processes within Accounts Receivable, such as Finance Charges and Billing, will function.
The following tasks are part of setting up Accounts Receivable:
Outside of Accounts Receivable - There are a number of configurations that have to be done outside of what is thought of as the Accounts Receivable area that directly impact the transactions and system processing of the area. While this section may not list every setup location that could possibly be used, it does focus on several with significant impact.
Advantage Financial allows you to establish Accounts Receivables options and controls from either a centralized or decentralized level:
Centralized controls - Controls set at this level apply entity-wide.
Decentralized controls - Controls set at this level apply to a particular defined level of the agency; for example, department and below.
Billing
and Collections - Billing and collections setup is comprised of
populating tables and setting parameters that control the information
necessary to generate and process customer invoices, statements, dunning
messages, and collection letters.
The Billing Profile table is the primary table within this group. It
contains basic information about the billing cycle and billing characteristics
that can be used for a customer or group of customers. A billing profile
must be defined for a customer before receivables for that customer
are generated so that the customer can be billed appropriately.
In addition to setting up billing profiles, billing and collections
setup also involves configuring and maintaining several different
tables that contain other reference information. This information
includes the actual text of dunning messages and collections letters.
Additionally, it includes billing rates, customer instructions that
are printed on bills, and other options used for statement billing.
Customer Information - Customer information is set up in a shared table that contains information used both by Accounts Receivable and Accounts Payable. Third parties can also be established for a particular customer. Support for third parties allows a bill to be generated for a third party which can be tracked to the third party for reporting purposes, but can also be associated with the responsible customer for reduction of outstanding receivables.
Finance Charges - Setup tables for the Finance Charges area are listed in this topic.
Cash Receipts - Setup tables for the Cash Receipts area are listed in this topic.
Intercept Setup - Refer to the “Advanced – Setup” topic in the CGI Advantage - Intercept User Guide for detailed information on the tables that must be set up prior to using the intercept functionality in Advantage.